Administrative assistant

Description:
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