Administrative Assistant

About 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 the GRIT Program

The GRIT program by the Mental Health Association (MHA) offers residential rehabilitation for individuals with substance use challenges and co-occurring mental health conditions. GRIT provides a structured, supportive environment focused on recovery, personal growth, and long-term stability.

Residents engage in individualized counseling, recovery-focused programming, and community activities like education, job training, or employment. With locations in Springfield (men’s programs) and Holyoke (LGBTQIA+ program), GRIT combines the comforts of home with access to vital resources.

A skilled, multidisciplinary team works closely with each resident to build a strong foundation for recovery and create personalized aftercare plans for a successful return to the community.

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Position Summary

MHA is seeking an Administrative Assistant to join one of our GRIT program dedicated to supporting LGBTQ+ individuals with co-occurring substance use and mental health needs.

The position provides administrative professional responsibility, alongside the management team in a residential rehabilitation setting. Responsibilities will include registering new individuals seeking services, maintaining employee compliance, conduct daily and monthly billing services, and utilization of an electronic health record and electronic billing system. The Administrative Assistant will work with the management team to design and implement office needs of the program.

Pay Rate : $20 an hour

Schedule : Monday through Friday 9am-5pm (40h)

Key Responsibilities

Collaborate with individuals and referral sources to register new clients and update information in the electronic health record.

• Coordinate with vendors for deliveries, purchases, and maintenance needs.
• Schedule and organize meetings and appointments with internal teams, vendors, and external contacts.
• Take accurate meeting minutes and distribute them as needed.
• Verify insurance eligibility and handle billing data entry, submission, and third-party documentation in a timely manner.
• Serve as a liaison between departments and administrative staff across the agency.
• Assist in training supervisors and staff on administrative processes.
• Prepare reports, make copies, scan documents, and upload them to the electronic health record.
• Maintain timely and accurate documentation that meets regulatory and accreditation standards.
• Work collaboratively with the Program Director, Clinical Operations, Fiscal Department, and interdisciplinary teams to support agency operations and compliance.

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

Benefits