Administrative Assistant-UM at North Texas Behavioral Health Authority in DALLAS, TX 75251

Job description

• Do you have a passion for helping others and want a career where you can make a difference? Then join our NTBHA team. We have proved to be a strong, self-sufficient and enduring foundation within our community. We are committed to connecting and serving our clients where they live.
• North Texas Behavioral Health Authority (NTBHA), based in Dallas is responsible for developing a collaborative system of care for children, adolescents and adults with severe mental illness and other serious emotional disturbances, as well as those experiencing a substance use disorder. This position’s actions and work must align with NTBHA values and goals, regulations, and policies and procedures, and meet all documentation standards and regulatory requirements.
• The Administrative Assistant-UM is responsible for regular and special project administrative support to NTBHA. They provide advanced level customer service to internal and external customers by performing a variety of complex administrative support activities, which contribute to efficient office operations and require a thorough understanding of office procedures.
• Assignments range from answering phones, maintaining records, drafting materials, preparing documents for internal and external use, tracking and follow-up, compiling information, and creating spreadsheets, to providing support for committees connected to NTBHA business.
• This position is classified as exempt and requires flexibility in scheduling to meet organizational needs, including adjusting work hours as necessary to ensure job responsibilities are completed.
• This position reports to the Chief of Regional Operations.

Responsibilities

• Generates correspondence, reports, statements, minutes, and forms from verbal and/or written instruction utilizing Microsoft Office Suite software and general office equipment.
• Manages and maintains project documentation; receives, sorts, and prioritizes documents.
• Organizes meetings, trainings, and conferences.
• Provides general office functions such as ordering office supplies, completing purchase orders, office machine maintenance, back-up coverage for front desk staff, and archiving.
• Maintains databases and creates reports from them as assigned/requested.
• Gathers and compiles information and maintains documentation related to grants, contracts, proposals, etc.; consults with other NTBHA staff as needed; monitors and calls attention to related key dates for annual and multiple year plans, projects, contracts, etc.
• Monitors and maintains licensing and certifications of provider files; ensures applications, renewal letters, and fees are processed in a timely manner; develops and maintains tickler system and/or database for licensing/certification renewal; ensures insurance certificates are current for provider agencies.
• Perform desktop publishing activities; receives and proofs material for business cards, letterhead, envelopes, brochures, and other printed material, and presents camera-ready documents to printer; prepares completed published documents for mailing and/or distribution.
• Supports NTBHA staff with arranging for travel needs including airfare, lodging and car rentals, creating itineraries.
• Assists or provides back-up coverage for other Administrative Assistants, and other administrative positions as assigned.
• Analyzes relevant data for significant trends and stays current on best practices for behavioral health services and related health and social services as they affect the unit or NTBHA operations.
• Regular reporting and presentations that includes integrating information from multiple sources, provides technical support to various groups as assigned, and provides information for advisory boards and elected officials.
• Attends seminars, training, conferences, and other meetings as assigned. Represents NTBHA in a wide variety of local/regional meetings, work groups, committees, task forces and other venues as assigned.
• Attends and participates in staff meetings.
• Must be able to work on and have knowledge of a PC (personal computer).
• Advanced Microsoft Office Suite skills - Outlook, Word, Excel, PowerPoint, etc., with an ability to become familiar with company-specific programs and software.
• Duties and projects may be assigned or changed to meet business needs.

Requirements

• High School diploma required, 2-year degree or a bachelor’s degree preferred.
• Must have a minimum of five (5) years of experience as an administrative assistant. Or a combination of education, training and experience that would ensure the successful performance of the duties of the position.
• Keyboarding/typing speed of 50 wpm.
• We are responsible for developing a collaborative system of care for individuals in crisis in the NTBHA service area. We are focused on trauma-informed, resilience-oriented care in all services provided.

Skills

Required

• Keyboarding/typing speed of 50 wpm

Benefits

• 457(b)
• Paid time off
• Health, Dental and Vision insurance
• Health savings account
• Flexible spending account
• Tuition reimbursement