Administrative Assistant
Job Description
Job DescriptionAbout MHA
MHA – Mental Health Association is a nonprofit organization dedicated to helping people live their best life. We provide a wide range of services across Western Massachusetts, including outpatient therapy, substance use recovery, supports for individuals with developmental disabilities or brain injuries, and residential and housing programs. MHA serves individuals impacted by mental illness, substance use, developmental disabilities, brain injuries, and homelessness. Our mission is rooted in inclusion, dignity, and empowering people to lead fulfilling, independent lives.
About the GRIT Program
The GRIT program by the Mental Health Association (MHA) offers residential rehabilitation for individuals with substance use challenges and co-occurring mental health conditions. GRIT provides a structured, supportive environment focused on recovery, personal growth, and long-term stability.
Residents engage in individualized counseling, recovery-focused programming, and community activities like education, job training, or employment. With locations in Springfield (men’s programs) and Holyoke (LGBTQIA+ program), GRIT combines the comforts of home with access to vital resources.
A skilled, multidisciplinary team works closely with each resident to build a strong foundation for recovery and create personalized aftercare plans for a successful return to the community.
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Position Summary
The Administrative Assistant supports the management team in a residential rehabilitation setting by coordinating office operations, managing billing processes, registering individuals for services, and maintaining records in an electronic health system. This role involves direct communication with clients, staff, and external vendors, while ensuring that administrative and compliance tasks are completed in a timely, organized, and professional manner.
Schedule: Monday through Friday 8am-4pm (40h)
Pay Rate: $20 an hour
Key Responsibilities
- Register new individuals seeking services into the electronic health record system.
- Coordinate with vendors regarding deliveries, purchases, and maintenance.
- Schedule meetings and appointments with internal departments and external contacts.
- Take and distribute meeting minutes as needed.
- Verify insurance eligibility using online and telephone systems.
- Prepare, enter, and submit billing data accurately and on time.
- Act as a liaison between departments and administrative professionals.
- Provide administrative training and support to supervisors and staff.
- Compile reports, make copies, and manage physical and digital data.
- Scan and upload documentation to electronic systems in a timely manner.
- Ensure all administrative documentation meets regulatory standards and deadlines.
- Collaborate with the Program Director and Fiscal Department to manage third-party billing, coding, and documentation.
- Work effectively with members of the interdisciplinary team.
- Actively participate in agency licensing and accreditation processes.
Equal Opportunity Statement
The Mental Health Association is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Requirements
- Valid driver's license, safe and reliable vehicle, and acceptable driving record preferred
- Experience in customer service, front desk coordination, and administrative support
- Skilled in verifying insurance, billing preparation, and data entry
- Proficient with electronic health record systems and general computer applications
- Strong organizational, communication, and time management skills
- Ability to work collaboratively with diverse teams and external partners
- Bilingual preferred
Benefits
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan (403B, IRA)
- Paid Time Off (Vacation, Sick & Public Holidays)
- Family Leave (Maternity, Paternity)
- Long Term Disability
- $20 an hour