Crisis Services Administrative Assistant

Bellefaire JCB is among the nation’s largest, most experienced child service agencies providing behavioral health, substance abuse, education, and prevention services. Through more than 25 programs, we help over 30,000 youth and their families each year achieve resiliency, dignity, and self-sufficiency.

About the role

Under the direction of the Director of Community Crisis and Trauma and the Chief Clinical Officer, the Administrative Assistant is an integral part of the Continuous Quality Improvement process. This role works proactively within the Community Crisis and Trauma Department to ensure all department work is completed in a timely and efficient manner, exercising discretion in handling confidential and personal written and verbal material. The Administrative Assistant ensures client information disseminated outside the Agency conforms to all appropriate internal and external rules and regulations.

Responsibilities

• Check and verify client insurance (e.g., Medicaid & Commercial Insurance) as needed.
• Enter new clients into the agency Electronic Health Record (EHR).
• Maintain client records in the Agency EHR, including scanning, auditing, and updating client information.
• Provide support to designated programs/departments, including maintaining files, scanning, answering phones, assisting with scheduling, and coordinating meetings.
• Assist with ongoing maintenance of Agency platforms (e.g., Matchforce, JazzHR, DMS).
• Maintain client and office supplies.
• Assist providers with appointments, including reminder phone calls, texts, emails, and scheduling.
• Handle per diem billing as required by the program.
• Complete special projects as assigned.
• Attend scheduled staff meetings, supervision, and ongoing training.
• Keep all required trainings, certifications, and licensure current in accordance with applicable regulations.
• Respect client privacy and maintain confidentiality of all information obtained during treatment.
• Handle client-related documents in accordance with Agency guidelines on confidential material.
• Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.
• Perform other duties as assigned by management.

Requirements

• Minimum High School Diploma required.
• 2-3 years of office experience.

Skills

• Core Expertise: Possesses skill, knowledge, and abilities to perform essential duties; keeps knowledge up to date.
• Independent Judgment: Ability to perform job responsibilities with initiative and independent judgment.
• Cultural Competency: Demonstrates awareness, sensitivity, and skills in working professionally with diverse individuals, groups, and communities.
• Interpersonal Communication: Communicates clearly using verbal, nonverbal, and written skills in a professional context.
• Professional & Ethical Conduct: Adheres to professional values such as honesty, personal responsibility, and accountability; applies ethical concepts and follows Agency policies.
• Collaboration and Teamwork: Functions effectively as a member of a professional team, including employees, clients, and family members.
• Problem Solving & Decision Making: Recognizes problems, gathers relevant information, identifies root causes, and makes timely decisions.

Pay

Salary range is $45,000 - $50,000 per year, depending on relevant education and experience.

Benefits

• Comprehensive health and prescription plans, including a zero-cost option.
• Wellness program with free preventative care.
• Generous paid time off and holidays.
• 100% paid parental leave for childbirth, adoption, and foster care, plus comprehensive fertility and IVF support.
• 50% tuition reduction at Case Western Reserve University for the MSW program.
• 403(b) retirement plan with employer match.
• Pet insurance.
• Employer-paid life insurance and long-term disability.
• Employee Assistance Program.
• Support for continuing education and credential renewal.
• Ancillary benefits including dental, vision, voluntary life, short-term disability, hospital indemnity, accident, and critical illness.
• Flexible Spending Account for Health and Dependent Care.