Office Administrator for a Mental Health Group Practice
17 days ago
Federal Way
Job DescriptionSalary: $21 / hour Twin Lakes Counseling is an insurance-based group psychotherapy practice in Federal Way, Washington.We are dedicated to making transformative mental health counseling and family therapy accessible to our community. We are looking for a fun, personable, and highly skilled communicator to work 40-hours per week in our comfortable Federal Way office. Dependability, professionalism and excellent customer service skills are extremely important. Primary responsibilities include maintaining an organized and well-stocked office space, handling new client inquiries, implementing office safety policies, and assisting our team with administrative tasks.This is a full-time, fixed schedule position. This integral role is rewarding and you get to help the community! Main Responsibilities: • Office Management, • Live answering of the office phone during work hours, • In collaboration with our Building Manager and under the guidance of the Practice Manager, care for and keep our 6-office space fully stocked, • Order office supplies, print and hang notices, and keep supplies organized, • Maintain schedule of when admin and clinical staff are in the office, • Organize playroom and maintain play therapy baskets in each of the non-playroom offices, • Onboarding & Supporting on-site clinicians, • Be the go-to person for staff management around office related issues (like reminders about where to park, etc.), • Facilitate our library and art supplies check out system, • Support management of office social media as needed, • Onboarding and supporting on-site clinicians, • Conduct Office tours and Orientations to train newly hired staff members on in-office policies, security measures, and emergency plan, • Manage codes within security system, entry codes, and tech cabinet, • Greet walk-in clients and provide information regarding safety measures, clinician contact information, and how to get on the waitlist for an appointment, • Order, distribute, and display business cards for new clinicians, upon promotion, and as needed for the office, • Obtain and display up to date copies of clinician licenses, • Provide backup and support for Psych Services, particularly for scheduling and in-person intakes, • Help facilitate on site trainings, Lunch & Learns, and staff celebrations (i.e. setting up tables/chairs, ordering food, communicating to staff about events), • Communication with Clients & Colleagues, • Respond to new and potential clients via email and phone, • Maintain an accurate log of all client phone and email contact, • Forward incoming messages to the appropriate parties, • Process physical mail, • Other duties:, • Attend in-person and online job fairs, as-needed, • Help Clinical Director and Practice Manager plan, advertise, and execute quarterly staff events, • Accurately document all client contact accurately and thoroughly in our Electronic Health Records (EHR) system, • Sends faxes as requested by clinicians, supervisors, Clinical Director, and Owner, • Print and mail documents as requested, • Perform other tasks as requested, • Stay incredibly well organized, despite multiple sources of information, • Generally be awesome and helpful The ideal candidate will be: • Extremely professional and good at customer care, • Work well within an established structure/workflow/process, • Personable, friendly, and outgoing, • Able to communicate clearly (written/verbal), • Very comfortable with technology, • Good at managing their time and multiple tasks/projects, • Coachable & willing to learn, • Able to manage confidential information, preferably with experience with HIPAA, • A confident problem solver, • A motivated self-starter, • Willing to treat our clients and clinicians as VIPs Benefits of the position: • Generous time off policy: 2 weeks sick time, 3 weeks off for vacation, 2 floating holidays, 3 company holidays, • Paid sick time (approx 2 weeks per year), • Paid vacation time (approx 2 weeks per year), • Retirement account with 3% company matching program, • An Educational Assistance Plan (EAP) through which we help you pay off your student loans tax-free, • Excellent group health insurance benefits with premium fully paid by the company( for full-time employees), • Supportive team environment, • Comfortable office space Job Requirements: • Fully in-person: Able to work 8 hours per day, 5 days per week, Monday through Friday, in our beautiful Federal Way office, • Comfortable with technology, including online meetings, spreadsheets, online scheduling system, and Electronic Health Records (EHR) documentation & management, • Minimum high school diploma, required, • Positive references from at least three sources Bonus Points if you have: • Medical office experience, • An associates degree or higher, • Knowledge of psychology/counseling or prior work in the mental health industry, • Knowledge of the Federal Way community (or one of the surrounding areas), • Bi-lingual Please Note: To enhance equitable hiring practices, all qualified candidates will be sent a series of assessments by our partner, CriteriaSelect, to determine initial fit and aptitude for the position. These assessments are important to our process and may take between 25 - 30 minutes. If you have not received these assessments within a week of applying, please check your spam folder and/or contact . We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color,religion, sex, sexual orientation, gender identity, national origin,veteran or disability status.