Administrative Assistant Team Lead

Administrative Assistant Team Lead

FCCS - 3.3

Fort Wright, KY Job Details Part-time $18 - $20 an hour 21 hours ago Benefits Paid time off Flexible schedule Qualifications Filing Executive administrative support Attention to detail Risk & issue management Process management Full Job Description FamilyCare Counseling Solutions is seeking a Part-Time Administrative Assistant Team Lead to support front office operations, receptionist staff, scheduling coordination, patient accounts, payroll administration, and administrative workflow management. This position serves as the primary support resource for day-to-day administrative operations and helps ensure a positive experience for clients, staff, and providers. The ideal candidate is highly organized, detail-oriented, comfortable working independently, and experienced in healthcare or office administration. Administrative Assistant Team Lead 25-30 hours/week

Typical Schedule:

Monday-Friday, 11:00 AM-5:00 PM Additional hours/flexibility available based on office coverage needs.

Pay:

$18.00-$20.00 per hour Position Summary The Administrative Assistant Team Lead serves as the primary administrative liaison between staff and ownership, ensuring smooth day-to-day office operations, employee support, compliance tracking, and administrative workflow coordination. This is a working leadership position that combines direct administrative responsibilities with oversight of front office operations. The Administrative Assistant Team Lead provides guidance and support to administrative staff, ensures established workflows are followed, assists with personnel administration, and serves as a resource for both staff and patients. The Administrative Assistant Team Lead directly oversees the Receptionist team and works closely with the Client Services Administrative Assistant to ensure scheduling, authorizations, compliance requirements, patient communications, and administrative processes are functioning efficiently. This is a part-time position averaging 25-30 hours per week. The Administrative Assistant Team Lead is expected to maintain a flexible schedule based on operational needs. While the position primarily works during mid-day and afternoon hours, flexibility is required to provide receptionist coverage during staff absences, PTO, training periods, and other office needs.

This position serves as a support role to ownership and does not make independent decisions regarding disciplinary actions, compensation, policy changes, or terminations. The Administrative Assistant Team Lead is expected to maintain a flexible schedule based on operational needs. Standard hours will generally fall between 11 AM and 5:00 PM, with flexibility required to provide front office coverage during staff absences, PTO, vacancies, training periods, and other business needs. The Team Lead serves as the primary backup to receptionist coverage and may temporarily adjust working hours to ensure uninterrupted front office operations. What We Would Expect This Person To Spend Time On 40% Administrative Leadership Reception oversight Workflow enforcement Scheduling oversight Patient service issues 25% HR/Personnel PTO Payroll Personnel files Onboarding/offboarding Interview coordination 20% Patient Accounts Self-pay setup Payment issues Statements Collections coordination 15% Compliance/Admin Projects Medical records Background checks Compliance tracking Ownership projects Work Schedule Expectations The Administrative Assistant Team Lead will generally work a schedule that overlaps both receptionist shifts to provide support, oversight, and continuity throughout the day.

Current receptionist coverage:

Receptionist #1: 8:30 AM - 2:00 PM Receptionist #2: 1:30 PM - 6:30 PM The Team Lead is expected to maintain a flexible schedule that bridges these shifts and may be required to adjust hours to provide coverage during staff absences, PTO, vacancies, or other operational needs. Core ResponsibilitiesFront Office Leadership & Administrative Coordination Provide day-to-day support and oversight of reception operations Ensure front office workflows are followed consistently Monitor patient check-in and check-out procedures Ensure phones, emails, voicemails, and patient inquiries are handled timely Identify workflow issues and implement corrective actions within established procedures Conduct routine check-ins with front office staff Assist with front desk coverage when operationally necessary Maintain communication between ownership and administrative staff Receptionist/Front Office Oversight Directly oversee receptionist staff Assist with onboarding and training receptionists Monitor attendance, performance concerns, and workflow compliance Provide routine coaching and support Escalate significant personnel concerns to ownership Scheduling & Patient Access Oversight Oversee scheduling processes to ensure timely access to care. Maintain a tracking list of missed appointments and PTO/holidays that impact appointments, and reschedule them daily. Keep your list/tracker updated promptly. Work collaboratively with the Client Services Administrative Assistant regarding: Scheduling concerns Monitor scheduling backlogs and appointment availability Assist with resolving scheduling conflicts and patient access concerns Patient Accounts & Billing Support Assist patients with billing-related questions and concerns Support self-pay account setup and payment arrangements Assist with patient payment processing issues Coordinate monthly patient statement distribution and follow-up Serve as a liaison between patients and billing staff when administrative assistance is needed Human Resources & Personnel Administration Maintain employee personnel files Process and track PTO requests Process employee reimbursement requests Assist ownership with onboarding and offboarding procedures Assist with interview scheduling and candidate coordination Support employee relations and administrative HR functions serving as the first point of contact for employee questions, concerns, and workplace issues Provide guidance and coaching to staff on policies, procedures, and expectations Document employee concerns, attendance issues, and performance-related patterns Facilitate routine employee conversations and address minor conflicts as appropriate Identify trends or recurring issues and escalate them to ownership with context and recommendations Payroll Administration Administer timekeeping, leave requests, and payroll processes using the practice's payroll/HR system Assist with payroll processing every two weeks Review timecards for accuracy and completeness - Serve as the point of contact for timecard corrections and payroll-related questions Track attendance patterns and timekeeping issues - Track PTO balances, leave usage, and attendance patterns Coordinate payroll corrections as needed Assist ownership with payroll-related administrative functions Coordinate onboarding and offboarding processes, including documentation and system access Medical Records & Administrative Compliance Process and track medical records requests Ensure medical records are released according to policy and compliance requirements Maintain organized and audit-ready personnel records Track administrative compliance requirements and deadlines Assist with documentation collection and compliance monitoring Agency Training Compliance Coordinate required trainings and ensure timely completion Track licenses, credentials, and administrative compliance requirements Maintain accurate and audit-ready personnel records Monitor compliance-related deadlines and documentation Identify and escalate potential compliance risks to ownership Escalation to Ownership The Administrative Assistant Team Lead must escalate the following matters to ownership: Formal disciplinary actions Terminations Compensation changes Employee grievances requiring management review Harassment, discrimination, or retaliation concerns Significant compliance concerns Legal matters High-risk patient complaints Any issue creating potential liability for the practice This Position Does Not Include Clinical supervision Direct clinical services Independent disciplinary decisions Termination authority Compensation decisions Policy creation Legal or regulatory interpretation Routine billing responsibilities Routine authorization processing Routine intake processing Reporting Relationship Reports directly to Ownership/Managing Director and serves as the primary administrative support lead for front office operations and employee administrative coordination.

Pay:

$18.00 - $20.00 per hour

Work Location:

In person