Serenity Counseling and Wellness is seeking a reliable, detail-oriented, and professional Administrative Assistant to join our growing mental health practice. This role is ideal for someone who enjoys working in a supportive, client-centered environment and has prior administrative experience in a medical, doctor’s office, or therapy office setting.
The Administrative Assistant will play an important role in supporting daily office operations, communicating with clients and providers, maintaining accurate records, and helping ensure that clients have a smooth and welcoming experience from their first contact with the practice.
Position Overview
The Administrative Assistant is responsible for providing front office, scheduling, client communication, and general administrative support for a busy counseling and wellness practice. This position requires excellent organization, strong communication skills, professionalism, discretion, and the ability to manage multiple tasks in a fast-paced healthcare environment.
Candidates must have at least two years of administrative experience. Experience working in a doctor’s office, medical office, therapy office, psychiatry office, or other healthcare setting is required.
Key Responsibilities
- Greet clients and visitors in a warm, professional, and welcoming manner.
- Answer phone calls, return voicemails, and respond to client inquiries in a timely and professional way.
- Schedule, reschedule, and confirm appointments for clients and providers.
- Assist with new client intake processes, including sending paperwork, collecting required information, and helping clients understand next steps.
- Communicate with clients regarding scheduling, paperwork, insurance information, balances, and general practice procedures.
- Maintain accurate client information in the electronic health record system.
- Support providers with administrative needs related to scheduling, documentation tracking, and client communication.
- Verify insurance information and assist with gathering necessary client details for billing and administrative purposes.
- Monitor and organize incoming emails, faxes, forms, and other practice communications.
- Assist with collecting payments, tracking outstanding balances, and communicating payment expectations to clients as directed.
- Maintain confidentiality and follow HIPAA requirements at all times.
- Help keep the office organized, clean, and professional.
- Assist with scanning, uploading, filing, and organizing documents.
- Communicate effectively with therapists, prescribers, intake staff, billing staff, and practice leadership.
- Identify and communicate scheduling issues, client concerns, or administrative needs to the appropriate team member.
- Support general office operations and complete additional administrative tasks as assigned.
Required Qualifications
- At least two years of administrative experience is required.
- Prior experience working in a doctor’s office, medical office, therapy office, psychiatry office, or other healthcare setting is required.
- Strong phone, email, and written communication skills.
- Excellent attention to detail and accuracy.
- Ability to handle confidential information with professionalism and discretion.
- Strong organizational and time-management skills.
- Comfortable using computers, electronic records, scheduling systems, email, and office software.
- Ability to multitask and prioritize responsibilities in a busy office environment.
- Professional, dependable, and able to work independently.
- Warm, respectful, and client-centered communication style.
- Ability to remain calm and professional when handling sensitive client concerns.
Preferred Qualifications
- Experience working in a mental health, counseling, psychiatry, or therapy practice.
- Experience with electronic health record systems.
- Familiarity with insurance verification, client balances, billing support, or healthcare scheduling.
- Knowledge of HIPAA and confidentiality requirements.
- Experience communicating with clients or patients in a healthcare setting.
Ideal Candidate
The ideal candidate is professional, dependable, compassionate, and highly organized. They are comfortable speaking with clients who may be seeking support during stressful or vulnerable moments and can respond with patience, empathy, and clear communication. They understand the importance of confidentiality, accuracy, and follow-through in a healthcare setting.
This person should be able to manage competing priorities, stay organized, communicate clearly with team members, and contribute to a positive and supportive office environment.
Work Environment
Serenity Counseling and Wellness is a collaborative mental health practice that values professionalism, compassion, and high-quality care. Our administrative team is an essential part of the client experience and helps ensure that clients and providers feel supported.
Compensation
Compensation will be based on experience and qualifications.
How to Apply
Interested candidates should submit a resume and a brief cover letter outlining their administrative experience and prior work in a medical, doctor’s office, therapy office, or related healthcare setting to Kristen Christensen, LCSW, at [email protected]
Serenity Counseling and Wellness is an equal opportunity employer. We are committed to creating a respectful, inclusive, and supportive workplace for all employees.
Job Type: Full-time
Pay: $19.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
Experience:
- Customer service: 5 years (Required)
- Computer skills: 5 years (Required)
- Medical office: 2 years (Required)
Work Location: In person
