Administrative Assistant – Operations

REPORTS TO: Executive Director

GENERAL DESCRIPTION: The Administrative Assistant – Operations assists with management team and therapists and in carrying out Center administrative services. Works closely with Administrative Assistant – Finance

MAJOR RESPONSIBILITIES:

Office Management

• Makes recommendation on office policies and procedures
• Provide secretarial and receptionist duties and manages phones
• Provide administrative support for the Executive Director, staff, and Board of Directors
• Manage client intakes, handles fees, assists with invoices, determines client eligibility including pre-authorizations and insurance coverage
• Manages insurance collections and client co-pays, filing and processing of insurance claims, handling all aspects of denied and rejection of claims and manages discharge procedures
• Maintain Center files and records
• Assists with physical facilities management
• Maintains offices supplies, Center’s materials, and office equipment

Center Administrative Services

• Opening the Center offices and orients new and existing clients to the Center
• Assist the Executive Director and Clinical Director as needed
• Assists Executive Director with Center reports, board documents, correspondence, and other materials, as needed
• Handles phone intake information, schedules appointments, and assists new clients with intake paperwork
• Answering the phone and responding to routine inquiries about the Center
• Taking, distributing messages for all staff plus generate reports for staff
• Monitor Center office and reception area space and furnishings
• Process requests for office furniture and office equipment and shall purchase these within the limits of the budget allocation
• Ability to work extra office hours
• Works with and assists financial manager with client billing and AR management

EXPERIENCE AND QUALIFICATIONS:

• Desired two years of college or Associate Degree in Business or preferred four year college degree
• Working knowledge of office methods, procedures, and equipment
• Ability to manage client intake, assessment, and referral procedures
• Ability to deal professionally and effectively with the public
• Ability to deal with a diversity of people in many types of crisis situations, make appropriate assessments and referrals, and recognize one’s own limitations
• Ability to maintain strict confidentiality
• Skill in typing, language use, and spelling
• Skill with computers and word processor
• Commitment to accuracy and consistency in bookkeeping methods
• Skills in time management and planning
• Ability to take initiative and work independently
• Ability to manage a wide variety of activities and functions
• Ability to create a hospitable and smoothly functioning environment for staff, clients, and visitors to the Center
• Ability to interpret the mission of the Center to others
• Knowledgeable in QuickBooks, MS Outlook, MS Office Suite
• General knowledge and understanding of website and social media operations

To submit your cover letter and resume, please send it to info@kilgorecounseling.org