Administrative AssistantRole OverviewHerriman Counseling is looking for a reliable, organized Administrative Assistant to help support the daily operations of our mental health office. This person is often one of the first points of contact for clients, so we are looking for someone who is warm, professional, detail-oriented, and able to communicate clearly.This role includes client scheduling, intake support, front desk communication, administrative tasks, and coordination with therapists and leadership. It is a good fit for someone who is comfortable using computers, can manage multiple tasks at once, and can stay calm and helpful in a busy office environment.Because we work in a mental health setting, confidentiality, professionalism, follow-through, and the ability to follow procedures are essential.Job DutiesScheduling and Client CoordinationAnswer phone calls, voicemails, texts, and emails in a timely and professional manner.Schedule and reschedule clients based on therapist availability, client needs, location, specialty, and office procedures.Help match clients with therapists who may be a good fit for their needs.Monitor therapist schedules for openings, cancellations, no-shows, and scheduling concerns.Help fill open appointment times when appropriate.Communicate schedule changes, client updates, and concerns clearly to therapists and staff.Keep appointment details accurate in the scheduling system.Follow office procedures for confirmations, cancellations, missed appointments, and client follow-up.Avoid making scheduling exceptions without approval.Client Communication and Intake SupportGreet clients warmly and professionally in person, by phone, and through electronic communication.Provide basic information about appointments, intake steps, paperwork, availability, and office policies.Assist new clients with intake documents and help ensure required forms are completed before appointments.Communicate with clients in a professional and empathetic way while staying within office policies and boundaries.Maintain a calm, helpful tone during busy or stressful situations.Escalate client concerns, complaints, emergencies, or unusual situations to the appropriate supervisor or clinical staff.Stay within the administrative role and avoid giving clinical advice.Administrative DutiesMaintain accurate client records, including demographic, insurance, contact, and scheduling information.Assist with intake coordination, billing-related administrative tasks, and follow-up communication as assigned.Scan, upload, file, and organize documents in the correct systems.Monitor shared inboxes, task lists, calendars, and internal communication channels.Complete daily, weekly, and recurring administrative tasks.Keep the front desk, lobby, and shared office areas clean, organized, and professional.Track office supplies and communicate supply needs to leadership.Team SupportWork collaboratively with therapists, administrative staff, and leadership.Follow approved therapist-specific scheduling instructions when applicable.Communicate unfinished tasks, unresolved issues, or mistakes to the next scheduler/admin so nothing gets missed between shifts.Ask for clarification when unsure instead of guessing or creating inconsistent procedures.Maintain professional boundaries with clients, therapists, and coworkers.Follow leadership direction and clinic procedures consistently.Confidentiality and ComplianceFollow HIPAA and confidentiality standards in all client communication and documentation. (training is provided)Only share client information with authorized individuals.Use approved systems and communication platforms for client-related information.Report privacy concerns, documentation errors, or compliance issues to leadership promptly.Handle client paperwork, electronic records, and internal communications securely.Daily Office ResponsibilitiesOpen and/or close the office according to assigned procedures.Make sure phones, computers, tablets, printers, doors, and other office tools are working properly.Report technical issues, phone issues, building concerns, or supply needs.Sanitize high-touch areas and help maintain a clean, welcoming office.Charge door batteries, devices, or other office equipment as assigned.Assist with mail, faxes, forms, and general office organization.Required Skills and QualificationsStrong communication and customer service skills.Comfortable answering phones and speaking with clients professionally.Basic computer skills, including email, calendars, online forms, and scheduling systems.Strong attention to detail and accuracy.Ability to stay organized and manage multiple tasks during a shift.Ability to maintain confidentiality and handle sensitive information appropriately.Dependable, punctual, and professional.Willingness to ask questions, receive feedback, and make corrections when needed.Ability to work well with therapists, administrative staff, and leadership.Preferred SkillsExperience in a medical, mental health, or healthcare office setting.Experience with scheduling software or electronic health record systems.Familiarity with SimplePractice or similar systems.Experience with client intake, insurance information, or billing-related tasks.Comfortable using Mac computers, Google Workspace, shared calendars, and office technology.Ability to problem-solve calmly during busy or stressful moments.BenefitsSupportive team environment.Opportunity to grow with the practice.Professional development and training.Health insurance eligibility for qualifying employees.30 minute paid lunch.Paid time off (accrued and upfront PTO.)Some remote flexibility depending on needs.
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