Administrative Support

Overview:
We are seeking a friendly, dependable, detail-oriented Administrative Support team member to join our large counseling practice.

The ideal candidate will provide essential support to ensure the efficient operation of our office and client satisfaction. Experience in healthcare administration is preferred.

The ideal candidate for this position should possess a combination of strong organizational skills, excellent communication, and the ability to manage multiple tasks in a fast-paced environment. Here are the key qualities we are looking for:

• Organizational Skills: The candidate should be highly organized, able to manage appointments, maintain client records, handle scheduling, and ensure smooth operations for therapists and clients alike.
• Attention to Detail: Accuracy is critical in administrative roles, especially in managing client data, insurance billing, and documentation for therapy sessions.
• Strong Communication Skills: A candidate must be able to interact professionally with clients, therapists, and external partners (like insurance companies). They should be skilled at both written and verbal communication, maintaining a compassionate and empathetic tone when speaking with clients.
• Technological Proficiency: Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and practice management tools (e.g., EHR/EMR systems) is essential. They should be comfortable with online booking platforms, email management, and learning new computer programs.
• Problem-Solving Ability: The administrative role will require handling unexpected situations (e.g., scheduling conflicts, urgent client needs), so the candidate must be resourceful and capable of finding solutions quickly.
• Confidentiality and Ethics: Given the sensitive nature of counseling, the candidate must be able to maintain strict confidentiality and adhere to ethical standards when handling client information.
• Multitasking and Time Management: The role often involves juggling multiple tasks at once, such as answering phones, processing payments, scheduling appointments, and assisting with paperwork, all while maintaining a calm and efficient workflow.
• Empathy and Customer Service: As a front-facing representative of the practice, the candidate should be approachable, patient, and understanding, offering a welcoming and supportive environment for clients.
• Adaptability: In a busy practice, things can change quickly. The candidate should be flexible and able to adapt to new processes, technologies, or client needs as they arise.
• Experience in Healthcare Administration (Preferred): Previous experience in a healthcare or counseling setting can be highly advantageous.

Job Duties:

• Managing a busy, multi-line phone system.
• Greeting clients and visitors as they enter the office.
• Managing incoming/outgoing mail and shipments.
• Maintaining an organized, well stocked, and clean office environment.
• Scheduling appointments using an Electronic Health Records program.
• Responding to and resolving administrative inquiries.
• Adhering to HIPAA guidelines.
• Being the first point of contact with new clients.
• Performing data entry.
• Collecting and processing client documentation while ensuring completion and accuracy.
• Collecting client payment information.
• Communicating general information to clients and other staff members.
• Answering correspondence in a professional and timely manner.
• Processing and facilitating documentation requests.
• Processing and facilitating referrals.
• Providing administrative support to company leadership, administration, and clinical staff.
• Securing the office at the end of each day.
• The above duties and responsibilities are essential job functions, subject to reasonable accommodations. All job requirements listed above indicate the minimum level of knowledge, skills and/or abilities deemed necessary to perform the job satisfactorily and proficiently.
• This job description is not intended to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform other job-related instructions, as requested by their supervisor/company leadership.

Qualifications:

• Proven experience in customer service and/or administrative work
• Strong computer literacy
• Excellent phone etiquette and experience with multi-line phone systems
• Ability to handle multiple tasks and prioritize effectively
• Familiarity with an Electronic Health Records program is a plus
• Strong data entry skills with high accuracy
• Ability to sit at a computer for prolonged periods of time
• Ability to lift up to 15 lbs
• High School Diploma or Equivalent

Our office culture is based on Positive Regard, Authenticity, Purpose, and Accountability. You will be educated on this culture in action and expected to perform in compliance with these cultural goals.

Job Type: Full-time

Pay: From $13.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person