Job Description – Administrative Assistant

SUPERVISED BY:  Program Director 

HOURS:  Full Time at 40 hours per week

BASIC PURPOSE:  To provide administrative and support services to agency programs



  1. Experienced in administrative skills with a knowledge of electronic medical records, preferably Credible.
  2. Microsoft Word for Windows; proficiency in spelling, punctuation and grammar.
  3. Good organizational and detail skills.
  4. High school diploma required, Associates or Bachelors degree preferred.
  5. Experience with insurance and billing strongly preferred.
  6. Excellent telephone skills and manners.
  7. Ability to relate maturely and professionally with people in recovery.
  8. Ability to protect client confidentiality in all aspects of work.
  9. A valid driver’s license and use of a car is necessary.



  • Interacts with clients, other staff and the public in a polite, respectful manner.
  • Management of agency’s office system to provide necessary support for clinical and administrative staff including maintenance of client case record and recording systems.
  • Completes third party billings (MaineCare, VA, DHHS).  Verifies MaineCare status and continued eligibility on a monthly basis; assures clients respond to requests for updated information.
  • Facilitates completion of MaineCare and Food Stamp applications if applicable.
  • Maintains statistics for reimbursement from funding agencies.
  • Maintains accounts receivable system.   
  • Maintains, orders and controls office supply inventory as needed.
  • Transports clients as needed in agency vehicle.


EXAMPLES OF DUTIES:  [May not include all of the duties assigned]

  • Acts as a receptionist, answering and processing telephone calls for program in a courteous and professional manner.
  • Uses and maintains in good working order office equipment, including, but not limited to:  computer, photocopier, and telephone equipment.
  • Types, files and photocopies as required by the administrative and clinical staff.
  • Audits charts on a monthly basis and as needed.
  • Maintains supply of all necessary forms; destroys outdated forms.
  • Collects and distributes agency mail between programs as requested.
  • Schedules screening and client appointments for psychiatric consultant and program director when needed.
  • Prepares and submits all third party payer applications and invoices.
  • Prepares client invoices for pharmacy and room & board charges.  Collects client fees and expense reimbursements.
  • Collects taxi vouchers, reconciles pharmacy bill, petty cash and sends to bookkeeper for payment.
  • Processes SNAP applications in a timely manner.  Acts as the authorized representative of the agency with the SNAP office of the Department of Human Services, as assigned.
  • Maintains data collection, waiting lists and statistics as required.
  • Travels between program sites, training, miscellaneous errands, and other meetings as required.
  • Maintains confidentiality of all client related information.
  • Performs other duties as required by the Program Director.





  1. Attendance and Dependability:  Reports to work promptly at assigned hours and is seldom absent from work; submits accurate time sheets to the supervisor.  Demonstrates reliability in fulfilling job responsibilities in both routine and complex job situations, meets deadlines for paperwork, is punctual, and maintains a dependable attendance record.  Employee can be depended upon to complete work in a timely, accurate, and thorough manner. Employee can also be depended upon to adapt to changing work demands, be receptive to new ideas and procedures, and work effectively under pressure or in crisis situations


  1. Communication and Contact: The employee communicates effectively both verbally and in writing with clients, colleagues, and other individuals inside and outside the company while maintaining confidentiality of all client related information.  Employee is empathetic, respectful, and motivational and encourage others to take responsibility for their lives by acting as a positive role model.


  1. Relationships with Others:  Conveys a professional attitude by demonstrating an interest in the job and the agency with a welcoming, empathic, hopeful attitude and by emphasizing the positive aspects of most situations, which supports a philosophy of dual recovery.  Engages and welcomes people in ways that convey respect for diversity in a culturally appropriate way.  Demonstrates high professional/ethical standards, including the observation of professional boundaries and works well with others as part of the team.  Has empathetic, respectful, and motivational approach and encourages clients to take responsibility for their lives.


  1. Professional development: Understands job responsibilities and adheres to policies and procedures; expands knowledge and skills necessary for job; demonstrates self-awareness of and ability to work through attitudes that negatively affect performance, including personal reactivity.  Employee will prioritize time and tasks efficiently; distinguish between major and minor issues; develop logical and creative solutions to problems; and make effective decisions within the scope of their duties.  Employee will also productively utilize supervision; keep supervisor informed; adequately prepare for supervision.


  1. Participates in the Sanctuary Model and incorporates Sanctuary values, principles, and tools in building a trauma informed treatment program.


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