Administrative Assistant- Mental Health Counseling

5 days ago

Milford, United States State of Mind Counseling Services, LLC Full time

Job Title: Mental Health Office Administrative Assistant

**Job Description**:
We are seeking a dedicated and organized individual to join our mental health office as an Administrative Assistant. As an integral part of our team, you will provide essential administrative support to ensure the smooth operation of our office and provide excellent customer service to our clients. This position offers a competitive hourly rate of $18-23 hourly and includes 15 paid days off.

**Responsibilities**:
1. Manage calendar: Maintain and update the office calendar, schedule appointments, and manage availability efficiently.

2. Verify insurance: Verify clients' insurance coverage and ensure accuracy of information.

3. Collect copays: Accurately collect and process client copays in accordance with office policies.

4. Understand scheduling process
- Determine appointment availability based on the office schedule.
- Identify the best fit for clients' needs and coordinate appropriate appointments.
- Demonstrate problem-solving skills to address scheduling conflicts.

5. Social media: Assist with managing social media platforms and online presence for the office.

6. HR Files/Checklist/collection: Maintain and organize HR files and documentation. Assist with onboarding new employees and maintaining HR checklists.

7. Friendly and welcoming: Create a warm and welcoming environment for clients by greeting and assisting them in a friendly manner.

8. Risk assessment on the phone: Conduct initial risk assessments over the phone to ensure clients' safety and direct them to appropriate resources if needed.

9. Cleaning: Assist with maintaining cleanliness and tidiness of the office space.

10. Point of contact for "major accounts": Act as the primary contact for important accounts, providing exceptional customer service and addressing their needs promptly.

11. Transportation for clients: Coordinate transportation arrangements for clients as necessary.

12. Medical records: Manage and maintain confidential medical records, ensuring compliance with privacy regulations.

13. Receive and route messages: Accurately receive, document, and route messages to the appropriate individuals within the office.

14. Scanning/uploading: Scan and upload documents into the office database or electronic health record system.

15. Helping with portal forms: Assist clients with completing necessary forms through the office portal.

16. Collect balances: Collect outstanding balances from clients and accurately record payments.

17. Operate office equipment: Proficiently operate various office equipment, including printers, scanners, and fax machines.

18. Perform various clerical or administrative functions: Assist with ordering and maintaining an inventory of office supplies, ensuring an adequate stock is available.

19. Any/all other duties as assigned within the scope and range of job responsibilities

**Requirements**:

- High school diploma or equivalent (additional education or certification in office administration is a plus).
- Previous experience in an administrative role, preferably in a mental health or healthcare setting.
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Proficient in using office software and equipment.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Positive attitude and ability to work well in a team environment.

Pay: $18.00 - $23.00 per hour

**Benefits**:

- Free parking
- On-the-job training
- Opportunities for advancement
- Paid orientation
- Paid sick time
- Paid time off
- Uniform allowance

Healthcare setting:

- Outpatient

Schedule:

- Monday to Friday
- No weekends

**Experience**:

- Administrative: 1 year (preferred)

**Language**:

- Spanish (preferred)

Ability to Commute:

- Milford, DE 19963 (required)

Work Location: In person

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