Job Summary:
We are seeking a reliable and detail-oriented Full-Time Administrative Assistant to support our office operations. This role is in-person, Monday-Friday from 9am to 5:30pm. The ideal candidate will be organized, friendly, and able to handle records management and database systems efficiently while maintaining confidentiality in a mental health setting.
Responsibilities:
- Oversee intake forms, client documentation, and digital records.
- Enter and maintain information in databases and record systems.
- Verify that all records are accurate, complete, and current.
- Manage and process incoming records requests, subpoenas, and Release of Information (ROI) forms in compliance with HIPAA and company policies
- Communicate with clients, providers, attorneys, insurance companies, and third parties regarding records requests and documentation needs
- Maintain accurate logs of disclosures and completed requests
- Support front office and administrative operations as needed
- Help uphold confidentiality, professionalism, and excellent client service at all times
- Process client payments and keep precise billing documentation.
- Respond to phone calls, emails, and inquiries with professionalism and sensitivity.
- Schedule, confirm, and manage client appointments.
- Welcome and assist clients with professionalism and compassion.
- Perform general administrative duties as needed.
Qualifications and Skills:
- 1 year of experience with records coordination required
- Prior experience in an administrative role, preferably in a mental healthcare setting
- Strong organizational and multitasking skills
- Excellent communication and interpersonal abilities
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Ability to handle sensitive client information with discretion and professionalism
- A friendly, proactive, and team-oriented attitude
- Bilingual Spanish-speaking preferred
Pay: $20.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person
