Administrative Assistant / Office Coordinator
The Administrative Assistant/Office Coordinator will function as the first point of contact for our clients and prospective clients, ensuring the highest quality of service is met. The Administrative Assistant must have the ability to perform and prioritize multiple tasks and work well with staff, clients and therapists. A high degree of independence, initiative and assertiveness are necessary.
This position is 5 days a week, 40 hours per week. We are open Monday-Friday (no weekends) and day-time hours between 9:45 AM and 6:15 PM with a 30 minute lunch.
The Administrative Assistant's responsibilities will include, but are not limited to:
Answer phone calls and return messages from prospective clients/leads.
Schedule and complete new client intakes and provide information on our policies and procedures for clients.
Process payments from clients.
Complete insurance verification for clients.
Assist in maintaining the client database and scheduling system.
Communicate with clients/therapists to address any client needs/concerns.
Document appropriate notes regarding administrative operations in client files.
Assist in ordering office supplies and equipment.
Serves as a source of information to clients, staff and interns.
Open and set up office and oversee the closing of the office.
Help facilitate/implement goals, objectives, policies, procedures and systems for the assigned administrative areas.
Follows the Tree of Life Counseling Center guidelines related to the Health Insurance Portability and Accountability Act (HIPAA), designed to prevent or detect unauthorized disclosure of Protected Health Information (PHI).
Responsible for the daily cleaning of the building and offices.
Well-qualified candidates will possess the following skills:
Organization - able to manage multiple projects; able to determine project urgency in a practical way; uses goals to guide actions; creates detailed action plans; organizes and schedules people and tasks effectively.
Communication - demonstrates excellent verbal and written communication skills.
Cooperation and Teamwork - works harmoniously with others to get a job done; responds positively to instructions and procedures; when appropriate facilitates discussion before decision-making is complete.
Quality of Work - maintains high standards despite deadlines; regularly produces accurate, thorough, professional work.
Reliability - personally responsible; completes work in a timely, consistent manner; works hours necessary to complete assigned work; is regularly present and punctual; arrives prepared for work; is committed to doing the best job possible; keeps commitments.
Support of Diversity - treats all people with respect; values diverse perspectives; provides a supportive work environment for a multicultural staff; applies the Tree of Life Counseling Center commitment to cultural proficiency; shows sensitivity to individual differences; treats others fairly without regard to race, sex, color, religion, mental or physical ability, health status, nation of origin, gender identity or expression or sexual orientation; recognizes differences; takes advantage of opportunities to learn and gain by working together; values and encourages unique skills and talents; seeks and considers diverse perspectives and ideas.
Physical/Environmental Requirements:
Frequently required to sit or stand, use manual dexterity, speak, listen, hear, and write.
Works in an office environment with little or occasional light physical effort.
Previous Work Experience: One year experience as an Administrative Assistant or a Customer Service-related position is preferred. Previous experience in mental health or a health care setting working with insurance companies is strongly preferred.
Job Type: Full-time
Pay: $15.57 - $18.73 per hour
Expected hours: 40 per week
Benefits:
401(k)
401(k) matching
Paid time off
Schedule:
Monday to Friday
Work Location: In person