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 Integration & Community Living (ICL)
MHA’s Integration & Community Living (ICL) program supports individuals with developmental disabilities and brain injuries in living independently and meaningfully in the community. In partnership with the Department of Developmental Services (DDS), ICL provides person-centered residential and outreach services throughout Western Massachusetts.
With over 60 years of experience, MHA has been a leader in helping individuals transition from institutional settings into homes where they can grow, make choices, and fully participate in community life. Services range from supported and shared living to emergency respite and privately funded care, all tailored to promote independence, dignity, and connection.
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Position Summary
The Administrative Assistant will provide essential administrative support to the Integration & Community Living. This role is responsible for ensuring smooth and efficient administrative operations to facilitate the delivery of high-quality services. The Administrative Assistant is expected to bring prior experience in administrative tasks, with a background in medical services, case management, scheduling, or supply coordination being advantageous.
Pay Rate: $20 an hour
Open Shift: Monday through Friday 9am-5pm (40h)
Key Responsibilities
- Maintain and organize employee compliance records and participant files (both physical and electronic).
- Develop and update forms, worksheets, and organizational tools.
- Coordinate with vendors for deliveries, purchases, and maintenance needs.
- Take and distribute meeting minutes, schedule meetings and appointments with departments, vendors, and external partners.
- Make reminder calls or texts to team members regarding appointments, trainings, and meetings.
- Serve as a liaison between departments and other administrative professionals.
- Manage schedules, assist with open positions, onboarding processes, and staff administrative training.
- Oversee participant consents, documentation deadlines, and compliance.
- Support daily administrative tasks such as copying, compiling reports, data entry, and scanning records.
- Follow up with doctors’ offices to ensure proper documentation is received.
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
- Strong ability to collaborate effectively with a diverse team.
- Excellent time management skills with the ability to handle multiple priorities simultaneously.
- Attention to detail in notetaking and adherence to established processes and procedures.
- High level of respect and professionalism when interacting with team members, vendors, and external contacts.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, OneNote). Knowledge of Access is a plus but not required.
- Ability to quickly learn new software, such as Complete Payroll, EHANA (electronic health record system), and RELIAS (online training portal).
- Competency with administrative tasks such as phone communication, scanning, emailing, and scheduling.
- Basic math skills for assisting with financial transaction auditing.
- Experience in creating forms, newsletters, reports, spreadsheets, and other administrative tools.
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