Office Administrator

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 hr@twinlakescounseling.com.

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.