ADMINISTRATIVE ASSISTANT - Part Time

Description

The Administrative Assistant supports the daily operations of Young House Behavioral Health by providing front-line administrative, clerical, customer service, and basic financial support. This role is essential to maintaining efficient office operations, supporting staff and clients, and ensuring a clean, safe, and welcoming environment. The Administrative Assistant demonstrates professionalism, confidentiality, and compassion when interacting with clients, families, staff, and community partners. 

Requirements

Essential Duties and Responsibilities

Administrative & Office Support

· Serve as the first point of contact for clients, families, visitors, and callers; greet and assist in a professional and welcoming manner.

· Answer phones, route calls, take accurate messages, and respond to routine inquiries.

· Schedule, confirm, and manage appointments; assist with calendar coordination as needed.

· Perform data entry and maintain accurate electronic and paper records in compliance with confidentiality and HIPAA requirements.

· Assist with client intake paperwork, scanning, filing, and document management.

· Prepare correspondence, reports, forms, and other administrative documents.

· Maintain office supplies inventory and place orders as needed.

· Assist with mail distribution, copying, faxing, and other clerical tasks.

· Support administrative projects and other duties as assigned by leadership.

Financial, Payments & Insurance Support

· Collect client payments at the time of service, including cash, checks, and electronic payments, in accordance with agency policies and procedures.

· Issue receipts and accurately document all payments in the designated billing or practice management system.

· Verify client insurance coverage, eligibility, and benefits prior to or at the time of service, including copays, deductibles, and authorization requirements.

· Communicate insurance coverage information clearly and professionally to clients and families.

· Assist with billing-related questions and route complex concerns to appropriate billing or leadership staff.

· Prepare and complete daily deposit slips, ensuring all payments are accurately balanced and documented.

· Follow established cash-handling, reconciliation, and internal control procedures to ensure accuracy and accountability.

· Maintain strict confidentiality of financial and insurance information at all times.

Client & Staff Support

· Provide courteous and respectful assistance to clients and families, including guidance with forms, payments, and general office procedures.

· Communicate effectively with clinical and administrative staff to ensure smooth daily operations.

· Maintain discretion and confidentiality at all times.

Light Housekeeping & Office Environment

· Maintain a clean, safe, and organized office environment throughout the workday.

· Perform light housekeeping duties including, but not limited to:

o Tidying reception, waiting areas, offices, and conference rooms

o Wiping down surfaces such as desks, counters, and common-touch areas

o Straightening furniture and organizing shared spaces

o Emptying small trash and recycling bins

o Loading/unloading the dishwasher as needed

o Restocking office, restroom, and kitchen supplies

· Nightly closing and cleaning duties, including:

o Vacuuming office, reception, and common areas

o Ensuring the front entryway, lobby, and walk-in areas are clean, orderly, and presentable

o Spot-cleaning floors and high-traffic areas as needed

o Securing shared spaces and preparing the office for the next business day

· Promptly report facility or maintenance concerns to appropriate personnel.

Qualifications

· High school diploma or equivalent required; additional education or training in office administration, billing, or healthcare administration preferred.

· Prior administrative or office experience preferred, ideally in a healthcare, behavioral health, or human services setting.

· Experience handling payments, verifying insurance, or supporting billing functions preferred.

· Proficiency with basic office technology and software (e.g., Microsoft Office, email, scheduling and billing systems).

· Strong organizational skills and attention to detail.

· Excellent verbal and written communication skills.

· Ability to manage multiple tasks, prioritize responsibilities, and work independently.

· Demonstrated professionalism, reliability, and teamwork.

Physical & Work Requirements

· Ability to sit, stand, and move throughout the office for extended periods.

· Ability to lift and carry light office supplies (generally up to 20 pounds).

· Ability to perform light physical tasks related to housekeeping and office upkeep.

Work Environment

This position is primarily based in an office and clinical setting with regular interaction with staff, clients, and the public. The environment requires adherence to confidentiality standards, professional conduct, financial accountability, and safety protocols.

Salary : $18