Administrative Assistant

The Administrative Assistant provides essential administrative and clerical support to ensure the efficient operation of programs and administrative functions at the Mental Health Association of Monmouth County. This role supports staff, leadership, and clients by managing office operations, maintaining records, assisting with reporting, and promoting a welcoming and professional environment aligned with MHA’s mission.

Reports To: Director (as assigned)

Key Responsibilities

Administrative & Office Support

• Provide general administrative support including filing, data entry, copying, scanning, and correspondence.


• Answer and direct phone calls; greet visitors and ensure a welcoming office environment.

• When appropriate assist with resources, linkage and referrals

• Maintain office calendars, MHAMC outreach calendar, schedule meetings, and coordinate logistics.


• Order and maintain office supplies and equipment.


• Attend supervision meetings and agency staff meetings

Program Support

• Support programs with monthly Medicaid status checks, USTFs inputs, Outpatient intakes, other tasks as needed.

Data & Compliance

• Enter and maintain accurate client, program, and administrative data in internal systems.


• Assist with preparation of reports for funders, audits, and internal review.


• Ensure confidentiality and compliance with HIPAA and agency policies.

Communication & Coordination

• Draft routine correspondence, emails, and memos.


• Coordinate communication between departments, partners, and vendors.

Qualifications

• High school diploma or GED required, associate or bachelor’s degree preferred.


• 1–2 years of administrative experience in a nonprofit or human services setting.


• Proficiency in Microsoft Office (Word, Excel, Outlook) and basic database systems.


• Strong organizational, time-management, and attention-to-detail skills.


• Excellent verbal and written communication skills.


• Ability to work independently and collaboratively in a team environment.

Preferred

• Experience working in mental health, social services, or healthcare settings.


• Bilingual (English/Spanish) a plus.