Housing Administrative Assistant - 228402

The Administrative Assistant – Housing & Specialty Programs provides comprehensive administrative, client-service, housing, financial, and program support for Claratel Behavioral Health’s housing and specialty programs. This position serves as a central point of coordination among clients, Case Managers, supervisors, landlords/property managers, DBHDD, Medical Records, Finance/Payables, front desk staff, and other internal and external partners.

The Administrative Assistant maintains accurate client and program records; supports admissions, enrollment, inspections, renewals, funding documentation, and program communications; and helps ensure timely completion of program requirements. The position requires strong organization, confidentiality, customer service, attention to detail, and the ability to manage multiple priorities and time-sensitive requests.

I. CLIENT AND STAFF COMMUNICATION

Contact clients regarding Case Manager and other assigned staff changes.

When staff leave the program, retrieve the employee’s active caseload from the appropriate reporting system, contact assigned clients to identify urgent needs, inform clients of pending Case Manager reassignment, and document contacts and concerns.

Enter appropriate front desk and/or client record notes following client contacts.

Ensure required assessment dates occur before the client’s first Case Manager appointment.

Maintain professional, courteous, and confidential communication with clients, families, landlords, staff, providers, and community partners.

II. ADMISSIONS, DOCUMENTATION, AND PROGRAM RECORDS

Monitor admission, authorization, enrollment, and supporting documentation requirements and confirm Case Manager engagement begins after required authorization and enrollment processes are completed.

Maintain accurate Specialty Program Enrollment information, including lease dates, voucher types, landlord/property information, and other information required for census and Specialty Enrollment reporting.

Assist with identifying Georgia Housing Voucher (GHV) renewal and packet status.

Support completion and tracking of income forms and financial investigations when required information is unavailable through established systems or program records.

Monitor renewal status and packet completion and submit completed/updated packets to Medical Records.

Maintain complete, accurate, organized, and timely program documentation.

III. REFERRAL COORDINATION

Support approved internal referral processes for Claratel programs when applicable.

Track referrals from receipt through admission, transfer, denial, or other final disposition.

Communicate with appropriate staff regarding missing documentation or actions necessary to move referrals forward.

IV. HOUSING AND TENANT ADMINISTRATIVE SUPPORT

Assist with tenant admission, discharge, transfer, tenant agreement, renewal, annual income verification, and other required housing eligibility documentation.

Document housing-related client contacts and encounters.

Assist program leadership with tracking vacancies, occupancy, funding requirements, and housing program status.

Coordinate with appropriate staff regarding housing concerns, tenant documentation, and required follow-up.

V. HOUSING INSPECTIONS AND RENEWALS

Submit housing inspection requests and monitor inspection status, results, deficiencies, and required follow-up.

Assist supervisors and managers with DBHDD spreadsheets, rosters, census reports, and other information requests.

Compile client and housing information needed for recurring DBHDD meetings and time-sensitive, large-scale information requests.

Monitor renewal status and packet completion.

Communicate with landlords, clients, Case Managers, and program leadership regarding inspections, renewals, missing documentation, and other housing requirements.

VI. ZENDESK, TELEPHONE, AND EMAIL OVERSIGHT

Monitor assigned Zendesk tickets; notify Case Managers and responsible staff of tickets requiring action; and add or CC appropriate staff to support follow-up.

Monitor and respond to the [email protected] program inbox in accordance with established procedures.

Route communications from clients, landlords, DBHDD, community partners, and main-line callers (678-702-8484) to appropriate staff.

Monitor follow-up to ensure time-sensitive matters are addressed.

VII. INSURANCE AND ELIGIBILITY VERIFICATION

Complete monthly insurance verification for assigned clients.

Verify Medicaid/insurance eligibility through GAMMIS.

Identify eligibility discrepancies or missing information and coordinate with designated staff for clarification and resolution.

Maintain appropriate documentation of completed eligibility verification.

VIII. STAFF DIRECTORY AND ON-CALL COORDINATION

Maintain and update the Housing/Specialty Programs staff directory as staffing changes occur.

Update and distribute the On-Call list each Monday and coordinate changes to the designated on-call telephone number.

Save current directories and on-call documents to the designated J Drive location with appropriate effective dates and distribute updates to applicable staff.

Coordinate with administrative and front desk staff to identify program administrative points of contact, provide client contact/routing instructions, and ensure current directories are available.

IX. CRISIS/HSP ON-CALL COORDINATION

Maintain accurate Crisis/HSP On-Call information in Teams group chats, Teams Channel folders, staff directories, and other designated communication platforms.

Ensure staff have current hotline coverage information: weekdays 5:00 p.m.–8:00 a.m. and 24-hour weekend coverage.

Maintain and accurately communicate the designated HSP/Crisis Hotline: (404) 292-0009.

X. DBHDD MEETINGS, REPORTING, AND FUNDING SUPPORT

Prepare and submit the Claratel monthly roster by the established deadline (monthly on the 10th).

Coordinate participation of appropriate program staff in DBHDD meetings when subject-matter expertise is required.

Prepare information and status updates requested by DBHDD regarding clients, apartments, inspections, funding, packets, and program operations.

Complete Bridge Funding requests in accordance with DBHDD requirements.

Monitor Bridge Funding communications in designated HSP Team A and HSP Team B mailboxes.

Track outstanding documents, approvals, questions, and clarifications and follow up with DBHDD and internal staff.

XI. FINANCIAL PROCESSING, PAYABLES, AND REIMBURSEMENTS

Coordinate with DeKalb Payables regarding payment processing and troubleshooting payment issues.

Track outstanding payments and assist with resolving discrepancies.

Follow up on reimbursement requests and prepare/track required G3 documentation.

Coordinate payment card requests for approved client needs and ensure required receipts, approvals, and supporting documentation are complete.

Assist with grant- and funding-related expenditure and receivable documentation as assigned.

XII. DATA MANAGEMENT, REPORTING, AND QUALITY ASSURANCE

Maintain accurate spreadsheets, tracking logs, program rosters, census information, and administrative databases.

Review program records for missing, expired, or inconsistent information.

Assist management with monitoring admissions/discharges, enrollment, renewals, inspections, housing status, insurance eligibility, Bridge Funding, outstanding documentation, payments, and reimbursements.

Prepare information for weekly and monthly operational meetings.

Assist with special reports, audits, quality reviews, and time-sensitive information requests.

Protect confidential information in accordance with HIPAA, Claratel policies, DBHDD requirements, and applicable program requirements.

XIII. GENERAL ADMINISTRATIVE SUPPORT

Maintain organized electronic and program files.

Assist with special projects and administrative assignments.

Coordinate information across Housing, Clinical, Finance, Medical Records, Quality/Compliance, front desk, and other departments.

Participate in staff meetings and required trainings.

Assist with implementation of revised administrative workflows and program procedures.

Maintain current knowledge of applicable Claratel and DBHDD administrative requirements.

Perform other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Excellent written and verbal communication, customer service, and interpersonal skills.

Strong organizational, time-management, problem-solving, and follow-through skills.

Strong attention to detail and ability to manage multiple priorities and short deadlines.

Ability to communicate professionally with clients experiencing behavioral health challenges.

Ability to work independently and collaboratively while maintaining confidential client and organizational information.

Proficiency with Microsoft Outlook, Word, Excel, Teams, and shared-drive systems.

Ability to learn and use Zendesk, GAMMIS, DBHDD systems, electronic health records, reporting systems, and other program databases.

Ability to maintain accurate spreadsheets, tracking systems, reports, and identify/follow up on missing information.

Ability to work effectively with clients, landlords, government agencies, community partners, and multidisciplinary staff.

MINIMUM QUALIFICATIONS

High school diploma or equivalent required; associate or bachelor’s degree in business administration, healthcare administration, human services, social services, or a related field preferred.

Minimum of two years of administrative, healthcare, behavioral health, housing, property management, social services, or related program-support experience preferred.

Experience supporting HUD, DBHDD, Medicaid, housing, behavioral health, or other publicly funded programs preferred.

Experience with client records, eligibility systems, program reporting, or financial documentation preferred.

Proficiency with Microsoft Office applications, particularly Outlook, Excel, Word, and Teams.

PREFERRED ATTRIBUTES

Professionalism and discretion; initiative and accountability; dependability; strong follow-through; flexibility and adaptability; problem-solving skills; ability to prioritize urgent client and program needs; ability to work effectively in a fast-paced environment; commitment to client-centered services; and ability to collaborate across clinical, housing, administrative, and financial teams.

WORKING CONDITIONS

The position is primarily performed in an office and behavioral health program environment during regular business hours. Occasional local travel, schedule flexibility, or after-hours support may be required based on program needs, deadlines, meetings, or urgent housing and client matters.

PERFORMANCE EXPECTATIONS

Performance will be evaluated based on the employee’s ability to maintain accurate and timely documentation; respond appropriately to clients, landlords, staff, and external partners; meet reporting and funding deadlines; effectively track outstanding items; maintain confidentiality; support housing and program operations; and demonstrate consistent follow-through on assigned responsibilities.