Administrative Assistant III - Community Residential Services

We are seeking a highly organized, dependable, and professional administrative assistant to support our Assertive Community Treatment (ACT) team. ACT is an intensive, community-based behavioral health program based out of the Gartlan Center serving individuals living with serious mental illness, including schizophrenia, bipolar disorder, and co-occurring substance use disorders. This position serves as the first point of contact for individuals receiving services onsite and provides critical administrative and operational support to the ACT team.

Requires daily interaction with individuals who may be experiencing psychiatric symptoms or substance use-related challenges. The ability to maintain a safe, welcoming, and professional reception environment is essential. This role participates in team meetings and supports program operations, compliance, documentation, data management, and coordination with internal departments and external vendors. It is a fast-paced, team-oriented position, ideal for someone who thrives in a structured yet dynamic behavioral health environment, has the ability to maintain confidentiality and professionalism, and possesses strong organizational and multitasking skills.

• Provide professional, compassionate front-desk support to individuals experiencing symptoms of serious mental illness
• Maintain a safe and welcoming reception area
• Complete in-person registration using the electronic health record (EHR), including collecting , insurance, income verification, and required signatures
• Respond to phone calls and walk-in inquiries with professionalism and discretion

• Utilize electronic health record (EHR) systems for data entry and client registration
• Ensure adherence to HIPAA rules and confidentiality standards
• Maintain accurate, timely documentation in compliance with Medicaid and licensing requirements
• Support data collection efforts, including experience with systems such as Credible and HMIS

• Provide administrative support during ACT team meetings
• Facilitate communication among multidisciplinary team members
• Prepare reports, spreadsheets, presentations, and correspondence using Microsoft Teams, Word, Outlook, Excel, PowerPoint, and Visio
• Assist with hardware/software troubleshooting and coordinate with IT, Communications, Facilities, Vehicle Services, and other vendors as needed

• Assist with program expenditures, including credit card reconciliation
• Support basic bookkeeping functions and payment processing
• Track and monitor supply procurement and vendor coordination

• Maintain accuracy in detailed work despite interruptions, shifting priorities, and urgent client or staff needs
• Manage competing responsibilities in a fast-paced environment
• Participate in problem-solving and continuous process improvement efforts

• Excellent written and verbal communication
• High attention to detail and accuracy
• Ability to prioritize in a fast-paced clinical environment
• Team-oriented with strong interpersonal skills
• Commitment to recovery-oriented services

Functional area

s: general administrative support, medical records, behavioral health, or office management.

To find out about the benefits of working with Fairfax County Government, please visit the CSB Careers Page.

Note:

To learn more about careers that make a difference, watch our video "CSB Celebrates 50th Anniversary of Providing Care."

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

• Uses spreadsheets or databases to organize information and produce standard reports;
• Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
• May approve some disbursement forms;
• Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
• E…