Administrative Assistant

Job Code: 43-6014 

Salary: $16.10-$26.48/hr.

Status: Full-Time, Non-Exempt, Permanent 

Department: ACDP-Outpatient

Location: SRMT Health Services 

Reports To: Outpatient Coordinator

Telecommute: No 

Fleet: Yes

Mandated Reporter: Yes 

Background: PL 101-630

SUMMARY: The Administrative Assistant serves as the first point of contact for clients, families, and community members seeking Behavioral Health Services. This role provides front-desk reception, administrative support, and initial response to crisis phone calls and walk-ins in a calm, professional, and trauma-informed manner. The position requires strong organizational skills, emotional resilience, confidentiality, and the ability to follow established crisis and safety protocols.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Reception & Front Desk Duties for Outpatient and Mental Health (when needed)

• Greet clients, visitors, and staff in a respectful, welcoming, and professional manner
• Answer, screen, and route incoming phone calls, including crisis-related calls
• Manage walk-in traffic, including individuals experiencing emotional distress
• Maintain a safe, calm, and respectful reception and waiting area
• Schedule appointments and manage calendars

Crisis Phone Call & Walk‑In Response

• Serve as the initial point of contact for individuals presenting in crisis
• Utilize trauma‑informed communication and de‑escalation techniques
• Gather essential information while maintaining safety and professionalism
• Immediately notify clinical staff or supervisors per established protocols
• Activate emergency procedures when indicated
• Document all crisis interactions accurately and confidentially

Administrative & Clerical Support

• Perform general clerical duties including filing, scanning, copying, and data entry
• Maintain orderly and confidential client records in compliance with HIPAA
• Assist clients with initial intake paperwork
• Support program operations including meetings, correspondence, and ordering of supplies
• Assisting with purchase requisitions, staff travel, and ordering office supplies as needed
• Create, submit, track and file Adobe documents
• Attend community events and training as requested
• Other duties as assigned

MANDATED REPORTER: Must become a mandated reporter prior to having contact with children in a job-related capacity and maintain that status throughout employment. This includes completing any necessary training and adhering to all reporting obligations as defined by applicable laws and tribal policies.

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position.

QUALIFICATION REQUIREMENTS:

High school diploma or GED AND

• Two (2) years of experience in a behavioral health or medical office setting as an office manager, administrative assistant or receptionist.

OR

Associate’s degree in human services field AND

• One (1) year of experience in a behavioral health field PREFERRED.

OTHER SKILLS and ABILITIES: Friendly and courteous with great patient centered care is a must. Strong interpersonal, oral and written communication skills required. Proven ability to work independently and within a team and excellent organizational skills. Ability to remain calm and professional in high‑stress or crisis situations. Have knowledge of Microsoft Word, Microsoft Excel, and electronic records for performing job duties. Willingness to learn behavioral health and medical terminology.

Must have and maintain a valid driver’s license in accordance with the Saint Regis Mohawk Tribe’s Fleet Policy.

The successful candidate must pass a drug test and background check prior to employment for both the Saint Regis Mohawk Tribe & NYS Justice Center and State Central Registry.