OMHC Administrative Assistant

Job Overview

The Administrative Assistant II is responsible for providing administrative support while ensuring compliance with state regulations, insurance requirements, Local Behavioral Health Authority (LBHA) regulations, CARF standards, OSHA guidelines, and COMAR regulations. This role combines key compliance duties with essential office support functions. The Administrative Assistant II will regularly participate in meetings, assess current practices, and implement necessary changes to maintain continuous compliance. Additionally, the role involves supporting survey preparation, facilitation, and reporting for all OMHC sites. The incumbent must maintain a friendly and professional demeanor, collaborate effectively with a variety of stakeholders, and handle sensitive information with the utmost confidentiality.

The Administrative Assistant II also plays a critical role in preventing compliance issues that could impact the smooth operation of Safe Harbor Community Services (SHCS) and the quality of services provided to clients. Additionally, this position serves as a backup for Intake-related responsibilities, such as answering overflow calls, scheduling clients, managing the waitlist, and collaborating with leadership to address counselor and client needs.

Other administrative tasks include, but are not limited to, printing, copying, mailing, faxing, filing, answering phones, responding to emails, providing client support, and assisting with other duties as assigned.

Responsibilities

Administrative Support:

• Audit SHCS client accounts, create reports and send out accountability reports to SHCS providers on a weekly, monthly, quarterly, and annual basis.
• Facilitate and collaborate with other departmental leads on a weekly basis to resolve issues within SHCS related to intake, billing, providers, and any other applicable issues to provide resolution.
• Facilitate and collaborate with the SHCS team monthly to present updates and/or issues within SHCS related to administrative updates and/or issues to provide resolution and clarification as needed.
• Provide general administrative assistance to the office, including filing, copying, scanning, and organizing documents.
• Answer phones, respond to emails, and manage communication with clients, staff, and external stakeholders in a professional and timely manner.
• Assist in the administrative assistance tasks, as needed.

Intake Support:

• Review/audit patient accounts on a regular basis (clinical records of the counselor’s notes, Intake packets, ROI (release of information), new intake (90791), and annual consents).
• Serve as a backup for Intake-related responsibilities, including answering overflow calls and scheduling clients for services.
• Collaborate with leadership to identify and address counselor and client needs.

Compliance Management:

• Provide administrative coverage and coordinate all health and safety compliance measures and standards are met within the OMHC clinic locations, Old Em. Suite 115 &119, including safety drills and inspections.
• Research parameters and regulations for creating processes, ensuring compliance, and communicating the steps of implementation for existing and additional services to SHCS.
• Ensure adherence to state regulations across all services by monitoring daily compliance with Local Behavioral Health Authority (LBHA) regulations, as well as CARF standards, the Code of Maryland Regulations (COMAR), and Occupational Safety and Health Administration (OSHA) guidelines.
• Regularly participate in compliance meetings and review current practices to identify areas for improvement.
• Support survey preparation, facilitation, and reporting for all OMHC sites, ensuring readiness for regulatory reviews.
• Maintain incident/breach logs (HIPAA & OIG violation record).

Client and Stakeholder Interaction:

• Greet and assist clients, guests, and vendors in a friendly and professional manner.
• Provide client support as needed, ensuring a positive experience throughout their interactions with the organization.
• Handle sensitive client information in a confidential and professional manner.

General Office Management:

• Maintain a clean and organized reception area, ensuring it is welcoming and free of clutter.
• Coordinate and handle mailings, faxes, and other office communications.
• Assist with special projects or other administrative tasks as assigned by leadership.

Collaboration and Teamwork:

• Work closely with team members and leadership to ensure effective communication and efficient operations.
• Provide support as needed across departments to help meet organizational goals and ensure the success of SHCS services.

Additional Duties:

• Perform other tasks, as assigned to support the day-to-day operations of the organization.

Requirements

Education:

Associate or bachelor’s degree in healthcare of business-related field.

Experience:

One year of work experience in a similar service-oriented industry required. 2 years’ coordinator or administrative assistance experience.

Skills & Abilities:

Demonstrate ability: (a) in exceptional communication and collaboration skills; (b) to interact professionally, compassionately, and effectively with a variety of internal and external customers; (c) to assess, adapt, and calmly respond to changing environment; (d) in understanding of state regulations, CARF standards, OSHA guidelines, and COMAR regulations.; (e) to monitor, assess, and implement changes to ensure ongoing compliance with relevant standards and regulations.; (f) in organizational skills with the ability to multitask, prioritize responsibilities, and manage time effectively in a fast-paced environment; (g) to identify issues related to compliance, scheduling, and office operations, and to proactively find solutions; (h) strong critical thinking skills; (i) to work collaboratively with colleagues, leadership, and external partners to ensure smooth operations; (j) to be flexible and able to adjust to changing priorities, shifting workloads, and new regulatory requirements; (k) to be proficient in using office software, including Microsoft Office Suite (Word, Excel, Outlook) and scheduling software.; (l) in attention to detail with the ability to see the larger picture and vision for the organization.

Supervised By:

Practice Director, Safe Harbor Community Services

Job Type: Full-time

Pay: $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: Hybrid remote in Bel Air, MD 21015

Salary : $22