Front Desk Administrative Assistant

About MHA

MHA – Mental Health Association is a nonprofit organization dedicated to helping people live their best life. We provide a wide range of services across Western Massachusetts, including outpatient therapy, substance use recovery, supports for individuals with developmental disabilities or brain injuries, and residential and housing programs. MHA serves individuals impacted by mental illness, substance use, developmental disabilities, brain injuries, and homelessness. Our mission is rooted in inclusion, dignity, and empowering people to lead fulfilling, independent lives.

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Position Summary

The Front Desk Administrative Assistant provides essential support to the main office through a variety of clerical tasks. This role involves greeting and assisting visitors, managing phone inquiries, overseeing mail distribution, and handling office supplies, all while ensuring a professional and welcoming environment.

Schedule: Monday through Friday 9am-5pm (40h), 100% on-site

Pay rate: $20 an hour

Essential Job Functions

• Greet visitors and answer phone calls promptly, directing inquiries to appropriate staff while maintaining a courteous and professional demeanor.
• Handle sensitive information confidentially in accordance with MHA guidelines and HIPAA policies.
• Open and close the office following MHA protocols, ensuring security, proper access, and daily voicemail monitoring.
• Address urgent or critical matters calmly and diplomatically, seeking guidance when appropriate.
• Prepare letters, memos, and reports, ensuring accuracy, professionalism, and timely distribution.
• Process and distribute incoming mail, faxes, and checks accurately, maintaining proper documentation and confidentiality.
• Provide clerical and administrative support, including mailings, document handling, equipment assistance, and office supply management.
• Support training and office operations by assisting with materials, maintaining the Master Training Calendar, and ensuring a clean and safe work environment.

Equal Opportunity Statement

The Mental Health Association is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

• High school diploma, GED, or equivalent experience is required.
• At least one year of office experience in a receptionist role, managing high call volumes.
• Bilingual (English-Spanish) is a plus.
• Strong communication skills with an emphasis on respectful interactions.
• Flexibility, cooperation, and a helpful attitude are essential.
• Attention to detail and the ability to follow through on tasks.
• Proficiency in MS Word and Excel.
• Capable of working independently and multitasking effectively.
• Familiarity with general office procedures and equipment (fax, copier, postage machines).

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability
• $20 an hour