Administrative assistant

About the Role

We are a licensed outpatient behavioral health and substance use treatment program looking for a reliable, organized self-starter to serve as the operational backbone of our clinic. This person will own the administrative side from A to Z and keep the program running smoothly day to day.

What You'll Do

Front Office & Patient Flow

• Greet patients, answer phones, and manage the main inbox and voicemail
• Schedule intakes, counseling sessions, and prescriber appointments; send reminders
• Prepare intake packets, consent forms, and releases of information

Insurance & Billing Support

• Verify Medicaid and commercial insurance eligibility
• Obtain and track prior authorizations
• Enter charges, follow up on claim status and denials, and coordinate with the billing team

Records & Compliance

• Maintain patient charts in the electronic health record (EHR); track missing signatures, treatment plans, and progress notes
• Assist with state-required data reporting for admissions and discharges
• Keep files audit-ready and help prepare for regulatory site visits and internal audits
• Track staff licenses, certifications, and required trainings

HR & Office Operations

• Coordinate new-hire paperwork, onboarding, and background checks
• Maintain personnel files and staff schedules
• Order supplies, manage vendors, and handle facilities and IT issues
• Process invoices and maintain basic expense records

Executive Support

• Manage the Executive Director's calendar, correspondence, and follow-ups
• Take meeting minutes and track action items
• Draft letters, memos, and reports

What We're Looking For

• 2+ years of administrative experience, preferably in healthcare or behavioral health
• Comfortable with EHR systems, Microsoft Office or Google Workspace, and learning new systems quickly
• Strong understanding of patient confidentiality (HIPAA; 42 CFR Part 2 a plus)
• Highly organized and detail-oriented, able to juggle many tasks without dropping the ball
• Professional, warm, and nonjudgmental with individuals in recovery
• Preferred: Medicaid billing experience, familiarity with state behavioral health reporting systems, bilingual

Requirements

• Must pass a criminal background check
• Must be available to work on-site during regular business hours

How to Apply

Send your résumé and a brief note about your relevant experience to [email protected]