Administrative Assistant / Client Accounts Coordinator
Location: Vancouver, WA
Schedule: Part-Time (25–30 hours per week)
Monday & Tuesday: 12:00 p.m. – 6:00 p.m.
Wednesday & Thursday: 12:00 p.m. – 7:00 p.m.
Position Overview
Seeking a dependable, organized, and solution-oriented Administrative Assistant to the Administrator / Client Accounts Coordinator to join our team. This position plays a vital role in supporting the daily operations of our behavioral health practice while providing exceptional customer service to our clients.
The ideal candidate is positive, professional, highly organized, and thrives in a fast-paced environment where priorities can change throughout the day. This individual must be able to communicate confidently with clients regarding appointments, program costs, payment options, and account balances while maintaining compassion, professionalism, and confidentiality.
This position also serves as the backup receptionist and works closely with both the Administrator and Clinical Director to ensure smooth daily office operations.
Primary Responsibilities
- Serve as Administrative Assistant to the Administrator.
- Provide backup front desk and receptionist coverage.
- Answer phones professionally and assist clients in person, by phone, text, and email.
- Schedule client appointments and maintain accurate calendars.
- Discuss program costs, payment options, and financial responsibilities with prospective clients.
- Manage client financial accounts, including processing payments, monitoring account balances, and documenting account activity.
- Assist clients with CareCredit applications and payment plan options.
- Follow up with clients regarding outstanding balances and scheduled payments in a professional and respectful manner.
- Collect and document urinalysis (UA) specimens according to office procedures.
- Set up and maintain client accounts within the electronic records system.
- Enter payments accurately and prepare bank deposits.
- Make phone calls and complete administrative tasks on behalf of the Administrator.
- Assist the Clinical Director with paperwork, phone calls, reports, and other administrative duties.
- Ensure office forms are accurate, current, well-stocked, and readily available.
- Utilize DocuSign for electronic documents and signatures.
- Learn and efficiently utilize company software, electronic health records, and QuickBooks.
- Perform additional administrative and operational duties as assigned.
Qualifications
The ideal candidate will:
- Have excellent verbal and written communication skills.
- Be highly organized with exceptional attention to detail.
- Be able to prioritize multiple responsibilities in a fast-paced office.
- Be proficient in Microsoft Office (Word, Excel, Outlook).
- Be comfortable using a multi-line phone system.
- Be dependable, punctual, and maintain excellent attendance.
- Follow directions accurately and efficiently.
- Demonstrate professionalism, discretion, and confidentiality at all times.
- Understand and comply with HIPAA privacy regulations.
- Maintain a compassionate, respectful, and nonjudgmental attitude toward all clients.
- Be a positive team player who focuses on solutions rather than problems.
- Maintain accurate client financial records and update accounts daily using QuickBooks and company software.
- Be comfortable having courteous but confident conversations with clients regarding payments and financial obligations.
Preferred Qualifications
- Experience in a medical, behavioral health, counseling, or administrative office.
- Experience with QuickBooks.
- Experience processing payments, maintaining financial records, and handling confidential information.
- Experience working with electronic health records (EHR) and DocuSign is a plus.
- Customer Service
What We're Looking For
We are looking for someone who:
- Has a "can-do" attitude and enjoys helping others.
- Is adaptable and willing to assist wherever needed.
- Takes initiative and follows through on tasks.
- Is dependable, trustworthy, and accountable.
- Communicates professionally with clients, staff, attorneys, probation officers, and referral sources.
- Represents Starting Point, Inc. with professionalism, kindness, and integrity.
If you enjoy being part of a team that truly makes a difference in people's lives and want to work in an environment where your contributions are valued, we'd love to hear from you.
Pay: $22.00 - $24.00 per hour
Application Question(s):
- Able to work up to 7pm
- Experience with QuickBooks
Experience:
- Office: 1 year (Required)
Ability to Commute:
- Vancouver, WA 98661 (Required)
Work Location: In person
