Administrative Assistant Front Desk

New Brunswick Counseling Center (NBCC) is seeking an organized, friendly, and detail-oriented part-time Administrative Assistant to join our Front Desk team. The successful candidate will manage front-desk operations, provide excellent client service, coordinate effectively with clinical staff, and support billing and administrative functions essential to our behavioral health services.

Key Responsibilities:

• Warmly greet and assist clients and visitors, ensuring a welcoming and professional environment.
• Answer, screen, and direct incoming phone calls, providing accurate information and excellent customer service.
• Manage client check-ins based on counselor instructions and electronic health record (EHR) alerts.
• Accurately receive, record, and track patient payments within the EHR system.
• Notify clients of outstanding balances, coordinate payment arrangements, and communicate fee delinquencies to counselors.
• Collect and upload necessary documentation, such as proof of income, into the EHR for state-funded clients.
• Verify client insurance eligibility (Medicaid, Medicare, private carriers) monthly or as required, maintaining current and accurate information in the EHR.
• Monitor treatment plan review dates and alert counselors two weeks prior.
• Maintain organized and confidential electronic and physical filing systems.
• Coordinate client transportation arrangements and submit monthly attendance reports to Modivcare.
• Schedule clinical, psychological, and administrative meetings as needed.
• Monitor office supply inventory, reorder as necessary, and arrange for equipment maintenance.
• Handle intake processes, including fee collection, verification of documents, and telehealth setup for off-site counselors.
• Distribute and manage incoming mail and faxes; securely organize and store client records.
• Perform general billing tasks and support other administrative duties assigned by the Supervisor.

Qualifications:

• High school diploma or GED equivalent required; specialized training in office administration (typing, filing, bookkeeping) highly desirable.
• Previous administrative experience in healthcare or behavioral health is preferred.
• Excellent organizational, communication, and interpersonal skills.
• Ability to handle confidential and sensitive information discreetly.
• Proficiency with electronic health records (EHR) and general office software is preferred.
• Bilingual preferred (English/Spanish)

Work Schedule:

• Position Type: Onsite, Part-time (20-22 hours per week)
• Location: ,320 Suydam Street, New Brunswick, New Jersey,08901

• Part Time Schedule: (As needed)
  • 2:00 p.m. – 6:00 p.m. Mon-Fri
• Rotational Coverage (as needed): For
• Early Shift 5:45 a.m. – 9:45 a.m.
• Saturday: 6:15 a.m. – 10:15 a.m.

Benefits & Perks:

• Sick-Time Off 
• Employer-contributed 401K retirement plan
• Ongoing professional development via Relias training
• Supportive, collaborative, and mission-driven work environment

Why Join NBCC?

Join a passionate team dedicated to improving lives through compassionate behavioral health and substance use disorder services. At NBCC, you'll have the opportunity to grow professionally, make a meaningful community impact, and enjoy a supportive workplace committed to work-life balance and employee well-being.

Apply today to become a valued part of our team!