Administrative Assistant

Job Summary:
Echota Behavioral Health is seeking a highly organized, dependable, and adaptable Administrative Assistant to
provide administrative and operational support throughout the organization. This position serves as a flexible
resource for multiple departments and assists with day-to-day office operations, staff travel, purchasing,
employee retention activities, facility and vehicle needs, safety requirements, outreach activities, and special
projects.
The Administrative Assistant will also provide coverage and additional support to other administrative positions
during staff absences, periods of increased workload, or as organizational needs arise. This position requires an
individual who is comfortable managing a variety of responsibilities, running errands, assisting staff and
leadership, and stepping into different roles when needed to help maintain efficient operations.
The Administrative Assistant reports directly to the Healthcare Operations Manager and plays an important role
in supporting the overall operations of Echota Behavioral Health.
Job Duties:
Administrative & Operational Support
• Run errands and provide logistical support to staff and leadership as needed.
• Assist with special projects and organizational needs as assigned.
• Receive incoming packages and deliveries, notify the appropriate employee or department, and maintain
a log documenting package receipt and pickup.
• Assist with organizing, distributing, and maintaining administrative materials and supplies.
• Perform other duties and provide additional administrative coverage as needed to support the
organization’s operations.
Travel & Purchasing Support
• Coordinate and manage staff travel requests, including booking transportation and accommodations and
registering employees for conferences and trainings.
• Process mileage and per diem purchase orders, as well as employee reimbursements, in accordance with
organizational policies.
• Assist the Fiscal Services Manager with preparing and creating purchase orders as needed.
• Cross-train and serve as a backup to purchasing and fiscal staff for designated administrative functions
as needed.
Office Supplies & Client Items
• Monitor office supply inventory and identify items that need to be replenished.
• Order office supplies, client snacks, and other approved items as needed.
• Receive, organize, and appropriately distribute supplies when orders arrive.
• Maintain organized supply areas and assist with inventory tracking to help ensure necessary items
remain available.
Business Vehicle Coordination
• Assist with the routine oversight and coordination of company vehicles.
• Track vehicle maintenance needs and coordinate routine services, including oil changes and other
necessary maintenance.
• Schedule vehicle cleanings as needed.
• Replace and maintain mileage tracking forms in company vehicles.
• Notify appropriate leadership of identified vehicle maintenance or repair needs.
• Assist with other vehicle-related administrative and logistical needs as assigned.
Safety & Compliance Support
• Coordinate and complete required annual safety drills in accordance with organizational policies and
applicable requirements.
• Complete and maintain required documentation and reports related to safety drills.
• Assist with follow-up items identified during safety drills when directed by leadership.
• Maintain confidentiality and comply with organizational privacy and security requirements.
• Demonstrate appropriate professional boundaries when interacting with clients, employees, and other
stakeholders.
Reception & Client Support
• Serve as backup coverage for Receptionists during absences, breaks, periods of increased client volume,
or as otherwise needed.
• Perform receptionist responsibilities when providing coverage, including greeting and checking in
clients, answering and directing telephone calls, scheduling or assisting clients as appropriate, accepting
payments when applicable, and completing other front-desk responsibilities.
• Assist with client insurance eligibility and coverage checks as needed.
• Maintain client confidentiality and follow HIPAA requirements when accessing or handling protected
health information.
Employee Retention & Outreach Support
• Assist Outreach Coordinators with employee retention initiatives, employee activities, and special
projects as needed.
• Provide logistical and administrative assistance for employee events, recognition activities, outreach
projects, and other organizational initiatives.
• Assist with purchasing, pickups, deliveries, setup, breakdown, errands, and other tasks associated with
employee, outreach, or organizational activities as needed.