Administrative Assistance

Position Summary A growing behavioral health organization is seeking a reliable and detail-oriented Administrative Assistant to support agency operations across multiple office locations and remotely. This position serves as the first point of contact for clients and referral sources, managing phone and website inquiries for mental health services, medication management, and psychological and medical assessments. The ideal candidate is professional, organized, tech-savvy, and able to multitask in a fast-paced environment. Spanish-speaking skills are a plus and highly preferred. Key Responsibilities Answer and manage incoming telephone calls and website inquiries related to mental health, psychiatry, and medical assessment services. Provide excellent customer service when communicating with clients, families, and referral sources. Assist clinicians with calendar management, appointment scheduling, and rescheduling as needed. Create and manage client portals, ensuring all clients have access to intake forms and telehealth links. Verify client insurance coverage and benefits prior to appointments. Coordinate and fulfill requests for client records and clinical reports in collaboration with treating clinicians, ensuring all documentation is accurate, timely, and handled in strict compliance with confidentiality standards. Troubleshoot client portal issues and provide technical assistance to clients as needed. Maintain organized digital and paper records in compliance with HIPAA and agency confidentiality standards. Coordinate and communicate effectively between clinicians, billing, and administrative teams. Support general administrative tasks such as filing, data entry, correspondence, and office organization. Assist with projects and other administrative tasks assigned by leadership. Qualifications High school diploma or equivalent required; Associate's degree or higher preferred. Minimum of 2 years of administrative or front-office experience in a behavioral health, medical, or clinical setting. Knowledge of mental health terminology, scheduling practices, and insurance verification processes preferred. Proficiency in Microsoft Office (Word, Excel, Outlook) and electronic health record (EHR) systems. Strong communication, organizational, and multitasking skills. Ability to work independently and manage responsibilities across multiple locations and remote settings. Bilingual (Spanish/English) strongly preferred. Professional demeanor, positive attitude, and commitment to client service excellence. Compensation and Benefits Competitive (commensurate with experience)

Schedule:

Monday-Friday, hybrid schedule (in-person and remote flexibility)