Administrative Assistant

Play a role in helping clients by serving in an administrative role!

Be the backbone of hope and healing.
At Minnesota Adult & Teen Challenge every role matters in helping people overcome addiction and find a new path forward. Whether youre working directly with clients or supporting behind the scenes your contributions make recovery return we offer a values-driven workplace supportive managers and opportunities to grow. That commitment has earned us recognition from Newsweek as a Best Addiction Treatment Center and seven straight Star Tribune Top Workplace awards.

Job Summary
Provides administrative and clerical support to the Treatment Director clinical team and program
operations to ensure timely accurate and compliant client record-keeping scheduling and
communication. Supports the delivery of safe person-centered treatment services by maintaining client
documentation facilitating staff workflows coordinating communications with referral sources and
managing office resources.

Essential Job Responsibilities:
To perform this job successfully an individual must be able to perform each essential job duty
satisfactorily. The essential functions include the following:

Client records and documentation management
ï Maintain accurate current client records in the electronic health record (Credible) and paper
charting systems in accordance with program policies DHS Rule 2960 and
privacy/confidentiality requirements (HIPPA). This includes creating new client charts ensuring
standardized chart organization closing/discharging charts scanning/routing documents and
maintaining files for active and discharged clients.
ï Monitor and update the client attendance/calendar system daily to reflect service delivery and
support billing and clinical scheduling accuracy.
ï Prepare distribute and file client forms program materials (student handbooks policy
manuals) and correspondence to support program operations and regulatory compliance.

Administrative coordination and communication
ï Serve as a primary administrative point of contact for referral sources and treatment team
members: notify referral sources of client admissions obtain and forward required
documentation to counselors and coordinate requests for clinical records consistent with
release of information.
ï Manage incoming communication (telephone voicemail e-mail) and route inquiries to the
appropriate staff in a timely and professional manner; Draft and prepare a routine letters
memos and other correspondence.
ï Schedule meeting rooms and coordinate logistical needs for treatment team meetings training
and client related appointments.
ï Provide orientation to all new hires and transfers.

Staff Support and operational tasks
ï Support payroll and personnel processes by collecting and submitting time cards tracking paid
time off and leaves of absences and maintaining accurate staff and caseload lists for
distribution to counselors.
ï Maintain office and program supplies (including clinical/bedding supplies for residential/floor
needs) ensuring adequate stock and timely reordering to support uninterrupted service delivery.
ï Assemble client charts and other material necessary for admissions intake and treatment
planning; Ensure clinical staff have required documentation for effective service delivery.

Records quality confidentiality and compliance
ï Ensure documentation meets quality standards and regulatory requirements: perform routine
document review to identify missing or incomplete items escalate missing critical
documentation to the treatment director or assigned clinician and participate in corrective
actions to resolve chart deficiencies. Protect client confidentiality and maintain compliance with
state background study requirements (Minnesota Statue 245F/245I) and organizational policies
for record keeping and staff clearance.

Required Skills & Experience (Minimum Qualifications):
ï Associate degree in Business Administration health services office management or related
field; or equivalent combination of education and administrative experience.
ï Previous administrative experience in a behavioral health treatment or residential setting
preferred.
ï Excellent Written and verbal communication skills; Demonstrated professional interpersonal
skills.
ï Proficiency with electronic health records Microsoft Office and experience with spreadsheets
and databases.
ï Strong Organizational skills with ability to manage competing priorities follow projects through
to completion and maintain attention to detail.
ï Possession of a valid drivers license and an acceptable driving record as required by MnTC
insurance carrier.
ï Ability to maintain professional standards of conduct and appearance with coworkers and
public.
ï Commitment to MnTCs culture of honor and core values including compassion respect
integrity servanthood and trust.
ï Comfort and compassion in working with individuals facing life-controlling challenges such as
mental health issues and addiction.
ï At least 1 year of freedom from problematic substances.
ï Must be able to meet specific staff requirements outlined in Minnesota Statutes 245G.11.
Reference: Sec. 245G.11 MN Statutes
ï Must pass a DHS background study as required under MN Statutes Chapter 245C and 245G.

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job.
ï Prolonged periods sitting at a desk and working on a computer.
ï Must be able to lift up to 10 pounds at a time.

Target Compensation (Negotiable based on qualifications):

$18.00 to $20.00 per hour based on experience

Our robust benefits package includes medical HSA dental vision PTO dependent care FSA disability life insurance and 403b retirement plan.

We seek to recruit develop and retain the most talented people from a diverse candidate pool in order to successfully meet our mission of helping every Minnesotan find help and healing from addiction.

Mn Adult & Teen Challenge is an Equal Opportunity Employer and does not discriminate based on any category protected by federal state or applicable laws.

Reasonable accommodation can be provided upon request.

Required Experience:

Junior IC