Administrative Assistant

Administrative Assistant – Behavioral Health Office

The Administrative Assistant plays a vital role in supporting the daily operations of a behavioral health office. This position serves as a first point of contact for clients, providers, and community partners while ensuring efficient administrative processes. The ideal candidate demonstrates professionalism, discretion, cultural sensitivity, and the ability to work with individuals experiencing mental health challenges.

Job Responsibilities:

Front Office & Client Support

• Greet and assist clients in a warm and welcoming manner
• Answer phone calls, respond to inquiries, and route messages appropriately
• Schedule, confirm, and manage client appointments
• Support intake processes, including collecting and verifying client information
• Maintain office supplies and ensure a clean, organized environment for clients and providers (bathrooms, therapy rooms, admin office, and common areas)

Administrative Operations

• Maintain accurate and organized client records in compliance with confidentiality standards (e.g., HIPAA)
• Perform data entry, filing, scanning, and document management
• Assist with coordination of provider schedules

Billing & Coordination Support

• Assist with basic billing tasks such as verifying insurance, collecting co-pays, and tracking documentation for the Billing Company
• Manage referral processes and communication with providers and insurance companies
• Communicate with the Management Team about operations, referrals, providers, clients, etc.
• Assist with special projects and program support as assigned by Management Team

Qualifications

Required

• High school diploma or equivalent
• 2+ years of administrative or office support experience
• Strong organizational and multitasking skills
• Proficiency in Microsoft Office (Word, Excel, Outlook) or similar systems
• Ability to handle confidential information with discretion

Preferred

• Experience in a behavioral health, medical, or social services setting
• Knowledge of insurance verification and basic billing processes

Work Environment

• Office-based setting within a behavioral health program
• Part-time position with flexible schedule (less than 20 hours a week)
• Regular interaction with clients experiencing mental health and/or substance use challenges
• Requires adherence to confidentiality, professional boundaries, and safety protocols

Physical Requirements

• Ability to sit, stand, and use office equipment for extended periods
• Occasional lifting of office supplies (up to 20 lbs)
• Ability to walk up and down 3 flights of stairs throughout the day

Compensation $20.00 per hour