PGH Administrative Assistant & Med Aid

The Administrative Assistant supports the daily operations of the residential treatment facility by

assisting the administrator in maintaining an organized, efficient, and compassionate environment.

While administrative duties will account for approximately 50% of this role, the Administrative Assistant

will be trained in all residential roles and will serve as a backup in these roles (med aide, MHT, cook,

HSC) when needed. This role requires excellent communication, attention to detail, and strict

confidentiality when interacting with residents, families, and the care team.

Essential Duties and Responsibilities

Administrative Support

* Serve as the primary point of contact for phone calls, emails, and in-person inquiries, ensuring

professional and timely responses.

* Maintain and organize office supplies, submitting orders with Administrator approval.

* Prepare, file, and maintain resident records, both hard copy and electronically, in compliance

with HIPAA, Oregon Health Authority (OHA) and facility guidelines.

* Support facility staff with scheduling, documentation, report preparation, and organizing

meetings.

* Assist with monthly receipt reconciliation, ensuring accuracy and timeliness.

* Assist with admissions and discharge paperwork, ensuring compliance with OHA regulations.

* Assist residents with weekly budgeting.

* Maintain facility compliance documentation, such as fire drills, safety inspections and training

logs.

* Collaborate with the Administrator in preparing documentation for audits, licensing and

inspections.

* Enter and maintain accurate resident data within electronic records and databases.

* Oversee staff and resident schedules to ensure coverage and timely postings.

* Assist in planning and coordinating facility events, training sessions, and staff schedules and

meetings.

* Monitor and address compliance issues to ensure timely resolution.

* Maintain working knowledge of current Oregon Administrative Rules to support floor staff.

* In the absence of the Administrator, performs designated Administrative responsibilities in

collaboration with the Director of Residential Housing.

Health Services, Medication Aide, and Mental Health Technician Responsibilities (As Needed)

* Complete monthly progress notes for residents per OHA rules and facility guidelines.

* Assist in training medication aides under RN supervision.

* Administer prescribed medications and document per facility policies and physician orders.

* Provide floor coverage, supporting residents in personal self-management activities such as

hygiene, grooming, and accessing the community.

* Accompany residents to appointments and advocate for their care as necessary.

* Assist with housekeeping tasks, including cleaning, laundry, and sanitization.

* Support meal preparation and maintain safe and sanitary facility conditions.

Qualifications

Education and Experience

* High school diploma or equivalent.

* Preferred two years of administrative experience in healthcare or social services.

* Familiarity with mental health or human services is preferred.

Licenses and Certifications

* Valid Oregon driver's license.

* Ability to pass a criminal history check and drug screening.

* Required certifications: Food Handler's Card and CPR certification (can be obtained on hiring)

Skills and Abilities

* Strong organizational skills with excellent attention to detail.

* Proficiency in multiple software platforms including Microsoft Office and Google Workspace

* Effective written and verbal communication skills.

* Compassionate demeanor and strong interpersonal skills.

Other Requirements

* Knowledge of HIPAA regulations and confidentiality in a healthcare setting.

* Critical thinking skills and understanding of the Recovery Model.

* Ability to respond empathetically to residents in crisis situations.

* The expected schedule is Monday-Friday 8am-4pm with flexibility for occasional shift/floor

coverage.

Physical Demands

Regular availability is required. The position may involve physical tasks such as bending, stooping, lifting,

and reaching.

Work Environment

Work primarily occurs in an office setting but also requires direct interactions with residents in a

moderate-to-loud environment. Calm and compassionate responses are essential.

Equal Opportunity Employer

Wallowa County Center for Wellness is an equal-opportunity employer and a trauma-informed

organization. This role requires adherence to trauma-informed care principles in all interactions.

Reasonable accommodations are available for individuals with disabilities