Overview
Administrative Assistant Jobs in Whitelaw, WI at The Production Farm
We are seeking an organized Part-Time Administrative Specialist to manage digital workflows, maintain clinical data integrity, and support compliance in a flexible hybrid/remote environment. Operating as the central administrative backbone, you will utilize cloud platforms, digital filing systems, and clear communication to keep client records updated, supply networks managed, and Case Managers fully supported.
About The Production Farm, Inc
At The Production Farm, we create safe places and pathways for clients to play, connect, and grow. We are a 501 (c) 3 Non-Profit Behavioral and Mental Health Outpatient Clinic. We provide a range of services including: psychotherapy, psychoeducation, skill development and enhancement, as well as school-based mental health initiatives through our learning unboxed programming. In addition to our primary services, as a charitable organization we receive donations and we reallocate those donations through our food pantry and hygiene closet, career closet and special occasion dress boutique; clothes closet, and community gardens. We believe that everyone deserves quality mental health care and our clients, their families, and our community should have access to all basic needs. Our evidence-based and science-backed approach is non-traditional, person-centered & trauma-informed. All services are tailored to the specific needs of each client to cultivate healing and well-being through play, art, nature, music & community. We see the human being first, always – no matter the barriers, no matter the behaviors – rather than trying to fit people into boxes defined by a diagnosis
Description
Key Responsibilities
1. Virtual Office Operations & Systems
- Digital Correspondence: Manage high-volume e-faxes, digital mail processing, document scanning/uploading, and HIPAA-compliant cloud filing.
- Supply & Asset Management: Order office supplies, manage inventory budgets, oversee business cards, and remotely track/maintain the pantry card network.
- Calendar Logistics: Maintain up-to-date regional “No School” calendars to assist remote and field staff with direct-service planning.
2. Consumer Data & Compliance Management
- Client Onboarding & Offboarding: Coordinate digital workflows for incoming referrals and exiting clients; maintain consumer demographic sheets with updated photos, school information, and facilitator details.
- Authorizations & Documentation: Process electronic client authorizations, assist with county referrals, and route supervision documents to external partners.
- Compliance & Audits: Maintain digital template galleries, oversee Waiver and Policy Packets, verify permission accuracy, and audit digital mileage logs for vehicle/staff compliance.
3. Remote Reporting & Team Collaboration
- Monthly Administrative Reporting: Attend virtual huddles and deliver monthly reports to Case Managers tracking client birthdays, expiring treatment plans, and expiring waiver/policy packets.
- Cross-Team Alignment: Partner virtually with leadership to update standard operational templates and support compliance tracking.
Qualifications & Requirements
- Experience: Prior administrative experience in a healthcare, human services, or behavioral health setting (digital filing and remote systems experience preferred).
- Technical Skills: Proficiency with client databases, cloud storage platforms, e-fax systems, and virtual meeting tools (Google Workspace, Zoom, MS Office).
- Remote Setup: Dedicated, private home-office space equipped with reliable high-speed internet to handle confidential HIPAA-protected data.
- Compliance Knowledge: Familiarity with HIPAA standards and data privacy mandates.
Benefits:
- 401(k) matching
- Employee assistance program
- Flexible schedule
- Life insurance
- Professional development assistance
- Referral program
- Tuition reimbursement
Salary
$17 – $19 per hour
Title: Administrative Assistant
Company: The Production Farm
Location: Whitelaw, WI
Category:
