Office Assistant Wellness Encompassed Spokane, WA Job Details Part-time | Full-time $20.00 - $21.68 an hour 18 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Professional development assistance Flexible schedule Qualifications Customer communication Microsoft Excel Customer service Word embeddings Executive administrative support Scanning High school diploma or GED Organizational skills Productivity software Clinical confidentiality policies Time management Full Job Description About Wellness Encompassed Wellness Encompassed is an outpatient mental health practice committed to compassionate, individualized care. We see clients as a whole people with varied needs and strive to create a welcoming, comfortable space for clients and providers alike. Our team brings a range of training and specialties to care, and we collaborate with community providers when clients may benefit from additional services. About the role We are seeking a warm, organized Office Assistant to welcome clients, manage front desk communications, and support the day-to-day operations of our practice. As a first point of contact, you will help clients feel respected and at ease while handling sensitive information with care. This position combines client-facing office support with direct administrative support for the CEO. The Office Assistant will help keep daily practice operations running smoothly while assisting with outreach, marketing coordination, and other projects as time allows.

Job Duties:

Greeting clients and visitors, help them navigate check-in, and keep the lobby welcoming and organized. Answer calls, monitor voicemail and general office emails, return missed calls, and route messages promptly to the appropriate person. Respond to new-client inquiries using practice screening procedures, gather the information needed for the appropriate scheduling, and coordinate next steps with available providers. Help new and returning clients schedule or reschedule appointments, including in-person and virtual visits. Guide clients through online intake forms, the client portal, appointment reminders, and payment options when they need assistance. Collect payments at the time of service, provide receipts. Direct questions about balances, insurance, or financial hardship to the appropriate team member. Communicate scheduling changes, client arrivals, and administrative requests to providers while protecting client privacy. Receive requests for records, forms, and letters and route them to the appropriate provider or staff member for review. Maintain accurate administrative records; scan, file, copy, and securely dispose of documents according to practice procedures. Assist with sending our authorization forms to the appropriate facilities. Track office supplies and routine expenses. Provide direct administrative support to the CEO, including scheduling meetings, organizing information, tracking follow-up items, and assisting with projects. Help coordinate community outreach, such as contacting referral offices, arranging visits, and preparing brochures or other materials.

Requirements & Skills:

High school diploma or equivalent. Strong communication, organization, and time-management skills. Proficiency with Microsoft Word and Excel. Ability to manage competing tasks while maintaining accuracy and a welcoming manner. Ability to protect confidential client information and follow practice privacy procedures. Willingness to learn new systems and procedures. Basic familiarity with health insurance is preferred. Reliable transportation for occasional work-related errands. Schedule Monday through Thursday, with some flexibility in daily hours.

Job Types:

Part-time, Full-time Pay:

$20.00 - $21.68 per hour

Benefits:

Dental insurance Flexible schedule Health insurance Paid time off Professional development assistance Vision insurance

Experience:

Customer service: 1 year (Preferred)

Work Location:

In person