Office Administrator/Receptionist to the Chief Operating Officer

1 hour ago

Richmond, Virginia, United States A Peace of Mind Counseling Services, LLC. Full time

The responsibilities of the Office Administrator/Receptionist to the Chief Operations Officer will be comprise of scheduling office meetings and appointments for our clients, making a list of needed office supplies, welcoming clients as they enter and exit the building, in addition to offering general organizational support to all employees. Prior familiarity with the duties of an Office Administrator/Receptionist would be a great advantage in ensuring the process is being implemented effectively. An effective Office Administrator/Receptionist ought to have an understanding with an array of office software (email, word documents, excel spreadsheets, power point presentations, online databases, etc.) and be able to efficiently manage clerical tasks and responsibilities when the COO is not in the office.

Position Summary:

The Office Administrator/Receptionist will function as a supporter in managing daily activities that occur in the office as well as ensuring all clients receive a high-quality of care.

Job Responsibilities:

  • Oversee, ensure the accuracy of and assist as needed with all office functions, including client relations, check-in/check-out, payment collection and entry, scheduling, insurance verification, answering phones and creation/maintenance/release of clients' paper and electronic health records

  • Reviews the practice's policies and procedures to make recommendations for continued compliance and improved effectiveness/efficiency of systems

  • Ensures a smooth day-to-day operations and minimizes wait times, improves cycle time/client waiting time and scheduling efficiency

  • Acts as client advocate to resolve client inquiries and concerns regarding office functions and services provided. Discusses complex client concerns with the COO

  • Assists administrative staff in resolution of day-to-day operational challenges and seeks feedback from the COO & CEO

  • Monitor the punctuality and attendance of the clinical staff in accordance with assigned schedule and time-off policies

Skills Required:

  • Excellent interpersonal, organizational, verbal and written communication skills and pays great attention to details

  • Ability to take initiative and problem-solve quickly and efficiently

  • Ability to represent oneself and the company in a professional manner

  • Proficient in the use of a computer and corresponding programs such as Microsoft Excel, Microsoft Word and other web-based applications.

  • Knowledge of G-Suite/applications, Google Calendar, Gmail, Google Docs, etc.

Job Qualifications:

  • High school diploma or GED equivalent; Some college/degree preferred.

  • Office experience in a behavioral health clinic or other healthcare clinic is a plus

  • Knowledgeable in insurance billing & accounts receivable is a plus

  • Experience promoting a culture of customer service and teamwork

  • Ability to use computers and office software, business office machines, tools, equipment as necessary to perform job duties

  • Excellent work ethic and dependability

  • Always maintain the highest levels of confidentiality regarding HIPPA standards

Job Type: Full-time

Pay: $ $19.00 per hour

Benefits:

  • Professional development assistance

Work Location: In person

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