Job Summary
Healing Hearts Counseling & Consulting Agency, LLC is seeking a dependable, professional, and organized Office Assistant to support the daily administrative needs of our counseling practice. The Office Assistant serves as an important first point of contact for current and prospective clients and helps create a welcoming, responsive, and professional experience.
The primary responsibilities of this position include answering and directing phone calls, responding to routine client inquiries, scheduling and managing client appointments, completing data entry, maintaining accurate records, and providing light clerical and office support as needed.
The ideal candidate is personable, attentive to detail, comfortable communicating by phone, and able to complete routine administrative tasks accurately and efficiently. Because this position works within a mental health practice, the Office Assistant must demonstrate discretion, professionalism, sensitivity, and respect for client confidentiality at all times.
Primary Duties and Responsibilities
- Answer incoming telephone calls in a professional, courteous, and timely manner.
- Serve as a welcoming first point of contact for current and prospective clients.
- Respond to routine questions regarding practice services, scheduling, office procedures, and other general information within the scope of the position.
- Direct calls, messages, and inquiries to the appropriate team member when additional assistance is required.
- Schedule, reschedule, and cancel client appointments in accordance with established practice procedures.
- Assist prospective clients with initial scheduling and intake-related administrative steps.
- Communicate appointment information and routine scheduling updates to clients as needed.
- Accurately enter and update client, scheduling, referral, and other administrative information within designated practice systems.
- Review entered information for completeness and accuracy.
- Maintain organized electronic and physical records in accordance with established office procedures.
- Complete routine clerical duties, including scanning, copying, filing, document preparation, and correspondence.
- Assist with maintaining office forms, informational materials, and general supplies.
- Provide light administrative and clerical support to staff as assigned.
- Maintain confidentiality of client, employee, and organizational information and follow applicable HIPAA and practice privacy requirements.
- Follow established policies, procedures, and workflows when completing assigned responsibilities.
- Communicate questions, concerns, scheduling issues, or matters requiring additional attention to the appropriate supervisor in a timely manner.
- Maintain a professional, respectful, and collaborative demeanor when interacting with clients, colleagues, supervisors, and community partners.
- Perform other routine office support duties as assigned and consistent with the scope of the Office Assistant position.
Qualifications
- High school diploma or equivalent required; additional education or training in office administration, customer service, healthcare administration, or a related area is preferred.
- Previous experience in an office, reception, customer service, healthcare, or similar support role preferred.
- Strong telephone etiquette and interpersonal communication skills.
- Ability to communicate professionally and compassionately with individuals from diverse backgrounds.
- Strong organizational skills and attention to detail.
- Ability to accurately complete repetitive data-entry and clerical tasks.
- Ability to follow established procedures and seek guidance when situations fall outside established protocols.
- Ability to prioritize routine responsibilities and manage time effectively.
- Basic to intermediate proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
- Comfortable learning and using electronic scheduling, electronic health record, and other office software systems.
- Ability to appropriately handle confidential and sensitive information.
- Dependable attendance, punctuality, and consistent follow-through on assigned responsibilities.
- Bilingual skills are welcomed but not required.
Preferred Qualifications
- Previous experience working in a counseling, behavioral health, medical, or other healthcare setting.
- Experience scheduling client or patient appointments.
- Experience using electronic health record (EHR) or practice management software.
- Previous front-office, receptionist, or administrative support experience.
What Success in This Role Looks Like
A successful Office Assistant at Healing Hearts is dependable, responsive, accurate, professional, and client-centered. The individual consistently answers and returns calls in a timely manner, maintains accurate scheduling and administrative information, follows established procedures, completes assigned clerical responsibilities, and communicates effectively when additional assistance is needed.
This position plays an important role in helping clients feel welcomed and supported while ensuring that the routine administrative functions of the practice are completed consistently and efficiently.
Pay: $16.00 - $22.00 per hour
Education:
- High school or equivalent (Preferred)
Experience:
- Office: 1 year (Preferred)
Work Location: In person
