Community Based Services Administrative Assistant
Apr. 3 2024

Community Based Services Administrative Assistant

  • Full Time
  • Anywhere

Job description

JOB DESCRIPTION: A Community Based Services Administrative Assistant is the principle support position in the office, assisting in the development of new methods of efficiency and managing the day-to-day support activities required to accomplish the work of the organization. S/he require extensive knowledge of the organizational context/programs of Community Based Services. Within the context of administrative and program support, s/he performs a variety of tasks as assigned, which enable supervisors, program staff and administration to accomplish the mission of the agency. The Community Based Services Administrative Assistant will enhance agency goals, provide assistance to other managers/staff and ensure an efficient, effective, and professional office atmosphere is maintained. S/he is responsible for providing the leadership necessary to assist supervisors and providers to meet the needs of the clients served while meeting regulatory standards. S/he is expected to work well with a diverse staff to assist in the creation of a cohesive team that optimally utilizes their skills.


  • Performs a wide variety of tasks in support of administration and professional staff including: maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; answer door; sort mail; and coordinate information flow by acting as liaison among key administrators, staff, other employees and the public.
  • Processes referrals and makes initial contact with individual/family and completes appropriate documentation while assessing for risk. Provides assistance to providers as needed.
  • Completes reference checks and other documentation necessary for the hiring of a job applicant.
  • Provides assistance to ARS staff as requested by Supervisors/Directors.
  • Processes/records/tracks service dollars submitted by providers and communicate with finance for any questions that arise.
  • Proven ability to interact with a wide variety of diverse personnel within the community as well as agency staff.
  • Demonstrated ability to relate comfortable with the populations served by the organization.
  • Demonstrated experience in prioritizing, complex problem solving, performing multiple tasks and working under deadline pressure.
  • Proven ability to be flexible and work independently.
  • Proven competency in written and verbal skills.
  • Demonstrated knowledge of organizational practices and policies.
  • Demonstrated ability to create and manage reports utilizing Microsoft Word and Microsoft Excel.
  • Maintains efficient workflow by coordinating and reviewing paperwork of others within the program.
  • Assists Directors in maintaining Community Based Services documentation compliance.
  • Maintain self in professional manner at all times, adhering to adhering agency policies, procedures and missions.
  • Performs other duties and tasks as assigned by Program Supervisors and agency administration.
  • Completes monthly supply order.
  • Communicates any ongoing issues to Program Director.
  • Punctual and regular attendance is an essential responsibility of each employee. Employees are expected to report to work as scheduled, on time and prepared to start working.
  • Employees are expected to be available to work occasional evening and weekend hours as assigned, based on the needs of the program and the members.


  • Possess demonstrated knowledge of the mental health delivery system and community resources.
  • Possesses demonstrated strong organizational, assessment and communication skills.
  • Possesses demonstrated work experience related to securing the cooperation of working effectively with individuals and agencies in the community.
  • Must reside in Oneida, Herkimer, Otsego, Chenango, Delaware, Schoharie counties.
  • Associate’s Degree in Secretarial Science or a closely related field and one (1) year of related experience.


  • A High School Diploma/High School Equivalency Diploma and (5) years of related experience preferred.

Job Type: Full-time

Salary: $16.41 – $17.44 per hour

Expected hours: 37.5 per week


  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Health insurance
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Vision insurance


  • Day shift
  • Evening shift
  • Monday to Friday
  • Weekends as needed

Ability to Relocate:

  • Utica, NY: Relocate before starting work (Required)

Work Location: In person

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