Administrative Assistant

Job Details: Job Location: Echota Behavioral Health

• Tahlequah, OK, Position Type: Full Time, Salary Range: Undisclosed, Job Category: Admin
• Clerical, 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.

Qualifications

Education

& Experience

• Associate degree in Business Administration, Healthcare Administration, Office Administration, or a related field is preferred but not required.
• Candidates without an associate degree must have a minimum of two years of administrative assistant, office support, or comparable administrative experience.
• Previous administrative experience in a healthcare or behavioral health setting is preferred.
• Experience working in a fast-paced environment and providing support across multiple departments or functions is a plus. Skills & Competencies
• Strong organizational and time-management skills with the ability to manage multiple responsibilities and changing priorities.
• Dependable, flexible, and willing to assist in areas outside of routine responsibilities when organizational needs arise.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Effective written and verbal communication skills.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to maintain confidentiality and demonstrate appropriate professional boundaries at all times.
• Knowledge of HIPAA requirements and healthcare confidentiality practices is preferred.
• Proficient in Microsoft Office and comfortable learning internal systems, electronic health records, and other organizational software.
• Ability to interact professionally and respectfully with clients, staff, leadership, vendors, and community partners.
• Must possess a valid Oklahoma Driver’s License and maintain the ability to operate a motor vehicle for job-related errands and travel.
• Must successfully complete the required background checks. Work Environment & Physical Requirements
• This position operates in a professional office and behavioral healthcare environment but may require periods of physical activity throughout the workday.
• Regular local travel and errands may be required between Echota Behavioral Health locations, vendors, community events, and other designated locations.
• Must be able to lift, carry, move, and organize items weighing up to 25 pounds, including packages, office supplies, client supplies, outreach materials, and other organizational items.
• Duties may require loading and unloading supplies, picking up and transporting orders, organizing storage and supply areas, moving packages, and assisting with setup and breakdown for outreach activities, employee events, trainings, and other organizational functions.
• Must be able to stand, walk, bend, reach, and move throughout the workplace as necessary to complete assigned responsibilities.
• The position requires frequent movement throughout the office and the ability to transition between administrative, front-desk, operational, and logistical responsibilities throughout the workday.
• The employee must be able to manage interruptions, changing priorities, and periods of increased workload while maintaining professionalism and accuracy