Administrative Assistant-Behavioral Health Treatment Center-Evening hours / Weekends

Position Summary

The Administrative Assistant / Receptionist serves as the first point of contact for clients, families, and visitors. This role ensures the efficient operation of the front office while providing administrative support to clinical staff in a behavioral health treatment center. The ideal candidate will maintain professionalism, confidentiality, and a compassionate demeanor in a fast-paced environment.

• The hours for this position are primarily in the evening time, Tuesday (5-9pm) and Thursday (5-9pm) and Saturdays (10-3 : 30pm) .

Key Responsibilities

Front Desk Operations

Greet clients, families, and visitors warmly, creating a welcoming atmosphere.

Answer and direct phone calls, taking detailed messages when necessary.

Manage check-in and check-out processes for clients, ensuring all required paperwork is complete.

Schedule and confirm appointments for therapy sessions, assessments, and group activities.

Administrative Support

Maintain organized filing systems for client records, ensuring compliance with HIPAA regulations.

Prepare and distribute forms, documents, and materials for clinical staff and clients.

Assist with billing processes, including insurance verifications, co-pay collections, and payment tracking.

Coordinate staff schedules and communicate changes promptly.

Operational Coordination

Monitor and order office supplies to ensure smooth operations.

Assist with data entry, reporting, and preparing correspondence as needed.

Handle incoming and outgoing mail and deliveries.

Client Interaction

Provide basic information about services, policies, and procedures.

Address and resolve client inquiries or concerns in a professional manner.

Maintain a calm and empathetic demeanor when interacting with individuals experiencing emotional distress.

Qualifications

Education and Experience

High School Diploma or equivalent (required); Associate’s or Bachelor’s degree (preferred).

Previous experience in a healthcare, behavioral health, or customer service role (preferred).

Familiarity with electronic medical records (EMR) systems (preferred).

Skills and Competencies

Excellent verbal and written communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and scheduling software.

Strong organizational and multitasking abilities.

Ability to handle sensitive information with the highest level of confidentiality.

Empathy, patience, and professionalism when interacting with diverse populations.

Work Environment

Primarily an office setting within a behavioral health treatment center.

May require occasional flexibility for evening or weekend shifts.

Role involves frequent interaction with individuals who may be in emotional distress.