Assistant Office Manager

Assistant Office Manager A Healing Place, LLC Position Overview The Assistant to the Office Manager provides administrative, operational, and clerical support to ensure the smooth day-to-day functioning of a busy mental health practice. This role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple tasks in a confidential healthcare environment. The ideal candidate is dependable, proactive, compassionate, and comfortable working in a setting that supports mental health professionals and clients.

Key Responsibilities:

Administrative Support Assist the Office Manager with daily operations and workflow coordination Manage incoming calls, emails, and general inquiries Schedule appointments and maintain clinician calendars Prepare and organize documents, reports, and correspondence Maintain accurate and up-to-date client records Client & Front Office Support Greet clients in a professional and welcoming manner Verify insurance information and collect co-payments as needed Ensure client intake forms and documentation are completed accurately Maintain confidentiality in accordance with HIPAA guidelines Operational Support Support billing and insurance processes Monitor office supplies and place orders Coordinate with vendors and service providers Assist with onboarding paperwork for new staff Support compliance tracking and documentation Listening to directives and following through with tasks promptly Organizational & Project Support Assist with special projects and practice initiatives Help improve office systems and efficiency Maintain filing systems (electronic and physical) Support marketing or community outreach efforts as needed Qualifications High school diploma required; associate's or bachelor's degree preferred 1-3 years of administrative experience (healthcare or mental health preferred) Strong organizational and multitasking skills Excellent written and verbal communication skills Proficiency in Microsoft Office or Google Workspace Experience with Electronic Health Record (EHR) systems preferred Knowledge of HIPAA regulations preferred Key Competencies High level of professionalism and discretion Strong attention to detail Ability to prioritize and meet deadlines Compassionate and client-centered approach Problem-solving mindset Team-oriented attitude Work Environment This position operates in a professional mental health office environment and requires regular interaction with clinicians, administrative staff, and clients. The role may involve extended periods of sitting, computer work, and occasional lifting of office supplies.

Job Type:

Full-time Pay:

$18.00 - $19.00 per hour Expected hours: 38 per week

Benefits:

Flexible schedule Paid time off

Work Location:

In person