Office Assistant

Company Description

Down to Earth Counseling, PLLC, We are a small but dedicated mental health practice in Grand Forks, ND. Our mission is to provide high-quality, trauma-informed care with a focus on individuals experiencing complex trauma. We are especially committed to supporting first responders and strengthening collaboration among mental health professionals, medical providers, and law enforcement to improve community well-being.

Role Description

We are seeking a detail-oriented and proactive Office Assistant to support the daily operations of our small mental health clinic. This role serves as the first point of contact for clients, supports the President and team with administrative tasks, and helps ensure the office environment is organized, welcoming, and running smoothly. The role requires erves as the first point of contact for clients, supports the President and team with administrative tasks, and helps ensure the office environment is organized, welcoming, and running smoothly.

Key Responsibilities:

Executive Support

• Maintain and update the President’s Outlook calendar, adding appointments, events, and key deadlines.
• Track and maintain an accurate list of the President’s availability to support scheduling needs.
• Maintain and update the President’s contract data spreadsheet with essential details.
• Organize, track, and properly document checks received by the President, ensuring accurate filing and records.

Office Management & Administrative Support

• Track office, administrative, and cleaning supplies and place orders as needed to ensure availability.
• Maintain and organize physical and digital files for easy access and accuracy.
• Maintain and update the office calendar, including events and cancellations.
• Ensure the office environment remains clean, organized, and welcoming throughout the day. This includes routine tasks such as tidying common areas, Swiffering or vacuuming as needed, and ensuring trash is removed promptly and not left unattended.

Front Office & Client Care

• Greet and welcome clients into the office, creating a calm, supportive, and professional environment.
• Manage client communication through SimplePractice, including phone calls, messages, and emails, ensuring timely and accurate responses.
• Schedule client appointments, manage cancellations, and resolve conflicts using SimplePractice.
• Respond to new client inquiries via SimplePractice, the website, phone, or email, and coordinate initial consultations.
• Complete the new client onboarding process in SimplePractice, including waitlist management, insurance details, and scheduling.
• Provide clients with clear information regarding services, session fees, and clinic policies.
• Handle all client information confidentially and in compliance with HIPAA and other applicable privacy regulations.

Documentation & Record Management

• Fax client documentation and maintain accurate records.
• Maintain accurate client records, including medical forms, consent forms, and session documentation, within SimplePractice.
• Fax or send required paperwork through SimplePractice for clients to complete as needed.
• Organize and update referral lists for other businesses and clinicians for client recommendations.
• Generate reports from SimplePractice as requested (appointment schedules, aging insurance claims, client waitlists,, etc.) and provide them in a clear format to support operational and administrative needs.

Insurance, Billing & Payroll Assistance

• Manage client billing processes, including generating and sending invoices and processing client payments.
• Submit insurance claims and track their status, maintaining awareness of outstanding and aging claims.
• Proactively follow up on insurance claims and work toward resolving claims within 30 days whenever possible, identifying issues such as missing information, denials, or payer delays.
• Review payment records to ensure insurance and client payments received align with submitted claims and invoices, and flag discrepancies for follow-up.
• Communicate with insurance providers to support timely claim processing and issue resolution.
• Respond to client billing and insurance questions in a clear, professional, and supportive manner.
• Work collaboratively with clinical staff to confirm documentation needed for accurate billing and insurance submission.
• Maintain accurate and confidential billing and insurance records in compliance with HIPAA and organizational policies.
• Provide payroll-related assistance by entering required commission figures into the Commission Tracker to support payroll processing in Gusto.

Post Office & Miscellaneous Tasks

• Retrieve mail from the post office regularly and distribute accordingly.
• Process returns for office-related purchases when needed.

Crisis Support (As Needed)

• Respond appropriately during emergency or crisis situations by following established protocols, including contacting clinicians or emergency services when necessary.
• Help maintain a calm and supportive environment for clients who may be distressed.

Clinic Environment Maintenance

• Ensure the waiting area and therapy rooms are comfortable, orderly, and calming.
• Monitor shared spaces throughout the day to maintain cleanliness, organization, and a professional appearance aligned with a mental health care setting.

Ad Hoc Tasks

• Complete ad hoc administrative or operational tasks as requested by the President and the team to support the smooth functioning of the practice.

Qualifications:

• Associate diploma or equivalent; additional education or certifications in office administration, healthcare administration, or related fields is a plus.
• 2–3 years of administrative, customer service, or client-facing experience preferred; experience in healthcare or mental health settings is a strong plus, but candidates from other industries with transferable skills are welcome.
• Comfortable using office software, digital platforms and practice management software (e.g., SimplePractice) for scheduling, communication, documentation, and reporting, or willingness to quickly learn new systems and platforms.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks simultaneously.
• Demonstrates professionalism in all aspects of work, with empathetic, solution-oriented communication skills, both verbal and written.
• Understanding of confidentiality requirements and HIPAA compliance.
• Ability to work independently and collaboratively in a small team environment.

You’ll Succeed in This Role If You:

• Enjoy helping people and take pride in creating a positive, welcoming experience for clients.
• Are proactive, adaptable, and able to handle unexpected or ad hoc tasks with a solution-oriented mindset.
• Are comfortable managing multiple responsibilities, from client communication to administrative support, with accuracy and professionalism.
• Can maintain confidentiality and discretion when handling sensitive client information.
• Thrive in a small team environment where your contributions have direct impact on the practice and client experience.
• Are willing and able to learn new systems and platforms quickly to support operational needs.
• Bring a friendly, empathetic, and professional demeanor to every interaction, whether with clients, colleagues, or external partners.

Why Join Us

• Be part of a small, compassionate, and client-focused mental health practice that values integrity, empathy, and holistic care.
• Work closely with the President and team in a collaborative, supportive environment where your work has a meaningful impact.
• Opportunities to develop and grow your skills in administration, client care, and healthcare operations.
• Flexible, dynamic work environment that encourages initiative and values contributions from every team member.
• Contribute to a mission-driven practice helping clients navigate mental health and wellness challenges with care and respect.

How To Apply:

• Submit your application through the link below.

https://jobs.gusto.com/postings/down-to-earth-counseling-pllc-office-assistant-df6ce3ac-45b3-4c41-a4a2-9789078a0453