An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Administrative Assistant True Believers LLC Middleton, WI Job Details Part-time 6 hours ago Benefits Paid holidays Health insurance Dental insurance Flexible spending account Paid time off Vision insurance Life insurance Qualifications Patient scheduling systems Correspondence management Teamwork Microsoft Excel Microsoft Outlook Professional ethics Client rapport building In-person customer service Practice management software HIPAA Employee relationship building Master's degree High school diploma or GED Data integrity and documentation Driver's License Health information regulatory compliance Business Administration Clerical experience Root cause analysis Clinical confidentiality policies Managing patient records Associate's degree Microsoft Outlook Calendar Technical Proficiency Editing Quality data entry Customer data entry Full Job Description Are you looking to work for an organization that values community partnerships, diversity and inclusion and culturally competent care? Do you thrive in an environment that offers the opportunity for autonomous work alongside a strong, collaborative team? We are looking to add an Administrative Assistant to our team. True Believers, LLC is not just another agency; we are a vibrant and forward-thinking organization deeply committed to serving as catalysts for profound and lasting positive change in the lives of those we serve. Our fundamental core philosophy is rooted in the unwavering belief in meeting individuals precisely where they are on their unique and personal journeys towards well-being. We dedicate ourselves to empowering them with the resources, support, and guidance necessary to achieve optimal mental wellness and overall flourishing. We hold a strong conviction that life's path is not meant to be a passive experience of waiting for challenges to dissipate. Instead, we champion an active and engaged approach, encouraging individuals to embrace and skillfully navigate the inevitable storms and complexities of life with unwavering resilience, inner strength, and enduring grace. The Administrative Assistant at True Believers, LLC plays a fundamental role in supporting the daily functions of our practice and ensuring a high standard of care for our clients. This position is responsible for providing essential administrative support to our clinical and leadership teams, contributing to the seamless operation of our mental health services. The ideal candidate is a highly organized, detail-oriented individual who brings a proactive approach to office tasks and a compassionate demeanor to client interactions. As a primary point of contact, the Administrative Assistant helps foster a welcoming and efficient environment, reflecting our commitment to professional excellence and mental wellness for all. True Believers LLC is an DHS certified outpatient mental health and substance abuse clinic. We believe that our consumers have the right to be treated with the utmost dignity and respect in all aspects of their lives. Our belief system is to meet people where they are and help them have optimum living and wellbeing. Our agency strives to meet our consumers hierarchy of needs by addressing their barriers. Our staff consist of licensed substance abuse professionals, licensed professional counselors, and master degree mental health providers with over 20 years of experience. True Believers LLC offers an array of services such as psychotherapy, psychoeducation, coping and/or grounding skills, meditation, medication management and limited case management services to all of our consumers. We also have staff that specifically specialize in gender dysphoria, transgender care, and transitioning. We work with clients to address ongoing concerns that they face using a variety of modalities and evidence-based practices. True Believers LLC is a non-judgmental space where we address issues facing our consumers. The Administrative Assistant is key to maintaining an organized and supportive atmosphere within our practice. By managing schedules, documentation, and communications, this role allows our clinicians to focus on providing top-tier mental health care. Success in this position requires a balance of technical proficiency and the interpersonal warmth necessary to assist clients on their wellness journey.
Responsibilities Include:
Provide general administrative support, including managing mail, and ensuring all office documentation is filed accurately and promptly. Maintain organized filing systems for all office records. Process monthly bank statements. Upload banking transactions into QuickBooks. Copy and record all bank transactions for accurate bookkeeping. Assist the finance team with the preparation of monthly financial reports. Oversee the meticulous and legally compliant management of all patient records, encompassing both electronic health records (EHR) and any necessary physical documentation. This includes ensuring the absolute accuracy, thoroughness, and strict confidentiality of all patient information, as well as unwavering adherence to all relevant legal, ethical, and professional regulations, most notably HIPAA. The Office Manager is responsible for implementing, maintaining, and regularly auditing efficient and secure record-keeping systems and processes to safeguard patient privacy and data integrity. Serve as the primary and professional point of contact for all incoming communications, including telephone calls, emails, and in-person inquiries. This requires providing timely, accurate, and comprehensive information to patients, prospective clients, referring professionals, and other stakeholders in a consistently professional and courteous manner. The Office Manager must possess the ability to effectively triage inquiries, accurately assess the nature of the communication, and efficiently direct them to the appropriate personnel within the practice for prompt and effective resolution. Proactively and responsibly manage all office supplies and equipment essential for the smooth functioning of the practice. This includes conducting regular and thorough inventory checks to monitor stock levels, anticipating future needs, and ensuring the timely ordering of all necessary supplies within budgetary constraints. Furthermore, the Office Manager is responsible for ensuring that all office equipment is maintained in proper working order, coordinating routine maintenance, and promptly arranging for necessary repairs or replacements to minimize disruptions to operations. Take full ownership and responsibility for maintaining the overall tidiness, organization, and professional appearance of all office facilities. This includes managing waste disposal, overseeing light cleaning tasks or coordinating with cleaning services, and ensuring that the physical environment is consistently clean, welcoming, comfortable, and conducive to both client well-being and staff productivity. Attention to detail in maintaining a professional and inviting atmosphere is crucial.
Position Qualifications:
A high school diploma or equivalent is required; an Associate's Degree in business administration or a related field is preferred to manage the various administrative demands of the role. Minimum of one (1) year of administrative or clerical experience. Prior experience in a healthcare or mental health setting is a distinct advantage, showing an ability to handle sensitive client information with care. Proven ability to handle administrative tasks including data entry, filing, and managing correspondence with a high degree of accuracy and efficiency. Exceptional organizational skills are paramount, accompanied by a documented ability to prioritize tasks with keen discernment, effectively manage multiple diverse projects concurrently without losing focus or accuracy, and maintain meticulous attention to even the smallest details within a frequently fast-paced and demanding environment. The ability to create and maintain organized systems for information and resources is critical. Strong multitasking capabilities are essential, along with the agility and mental flexibility to readily adapt to frequently changing priorities and navigate unexpected situations with composure, resourcefulness, and efficiency, ensuring minimal disruption to office operations and client care. Demonstrated problem-solving skills, including the capacity to proactively identify potential issues, thoroughly analyze available information to understand the root cause of problems, and independently develop and implement effective and sustainable solutions. This includes the ability to think critically and make sound judgments. ○ Excellent verbal and written communication skills are critical, encompassing the ability to articulate information clearly, concisely, and professionally in all forms of communication. This includes the ability to interact professionally, empathetically, and respectfully with patients who may be experiencing emotional distress, as well as with staff members and external stakeholders. Superior interpersonal skills are indispensable, with a proven capacity to build rapport and establish positive and collaborative working relationships with individuals at all levels. This also includes the ability to handle sensitive and confidential situations with utmost tact, diplomacy, and discretion, maintaining professional boundaries at all times. Proficiency in utilizing relevant software applications is required, with a strong working knowledge of Electronic Health Records (EHR) systems (prior experience with [Specify EHR system if applicable, e.g., TherapyNotes, SimplePractice, etc.] would be considered a significant plus). Candidates must also be proficient in the Microsoft Office Suite, including Word for document creation and editing, Excel for data management and basic analysis, Outlook for email communication and calendar management, and PowerPoint for occasional presentations. Familiarity with other standard office management tools and technologies, such as scheduling software and communication platforms, is also expected. A solid understanding of healthcare regulations and compliance standards is essential, particularly those related to patient privacy, data security, and confidentiality, such as the Health Insurance Portability and Accountability Act (HIPAA). The ability to implement and enforce these regulations within the office setting is a key requirement. An unwavering strong sense of professionalism, unquestionable integrity, and a deep commitment to ethical conduct in all professional activities and interactions are fundamental. A proactive and highly self-motivated approach is essential, with the demonstrated ability to anticipate needs, identify areas for improvement, and take independent initiative to address them without constant direct supervision. A genuine and demonstrable commitment to providing exceptional customer service and ensuring a positive and supportive patient experience at every touchpoint is paramount. ○ The inherent ability to maintain strict confidentiality and handle sensitive and often emotionally charged information with the utmost discretion, understanding the critical importance of patient privacy and trust. A collaborative and supportive team player with a consistently positive attitude and a genuine willingness to assist and support colleagues in achieving team goals and fostering a harmonious work environment. We proudly offer the following benefits to our employees: Medical insurance plan Medical Flexible Spending Accounts Company paid vision and dental plans Company paid life insurance plan Paid Time Off Paid Holidays True Believers is an Equal Opportunity Employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
Benefits:
Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance
