Administrative Assistant, Assertive Community Treatment #1725

Essential Responsibilities

• Schedule and coordinate meetings for ACT leadership.
• Take minutes at meetings as needed.
• Distribute all documents and reports.
• Maintain agency and ACT team files, including grants, contracts, and site licenses.
• Prepare paperwork for invoicing to go to accounting, reports, memos, letters, and other documents both with and without a computer.
• Conduct research, compile data, and create graphic presentations for consideration and presentation by ACT leadership.
• Develop and maintain tracking systems for large amounts of data for program metrics.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Cook up travel arrangements for ACT staff in the service area as needed.
• Perform general office duties such as ordering supplies, credit card reconciliations for ACT leadership.
• Provide clerical support with grants, including coordination of workflow, document preparation, proofreading, and delivery of the finished product.
• Cook up events (training and otherwise) as assigned by ACT leadership, including managing invitations and/or registrations, preparation of materials, room and equipment preparation, and arranging meals and refreshments if necessary.
• Coordinate TMACT Fidelity Support including prepare for reviews, maintain fidelity binders, collect evidence, self-audits, track fidelity metrics (staff: client ratios, caseloads, service frequency, community contacts), resolve documentation/data gaps.
• Perform some Quality Assurance tasks related to billing compliance checks, encounter accuracy, state reporting requirements, fidelity/QI workflow optimization.
• Support client-facing admin such as appointment reminders, transportation coordination, resource distribution.
• Support staff onboarding: credentials tracking, training logs.
• May include data entry, referencing information on the computer, scheduling, running basic reports.
• Check e-mail/voice mail daily when working; respond to calls within 48 hours or sooner if appropriate.
• Cook up the ACT team calendar.
• Open, sort, and distribute incoming correspondence, including faxes.
• Travel between sites or in the community.
• Occasional evenings/weekends required.

Requirements

• A high school diploma/GED.
• A minimum of three years of prior experience providing administrative support.
• Good computer skills including a functional knowledge of Outlook, Word and Excel.
• Ability to master proprietary software which may include online scheduling and billing.
• Must be able to keyboard 60 wpm.
• Effective communication skills and a cooperative working relationship with others in a culturally diverse environment.
• Requires access to a car and valid driver's license.
• Requires ability to work some evenings and/or weekends.