Administrative Assistant
Full Job Description
HopeWell Heights Counseling is a Christian, nonprofit organization dedicated to providing individual, couples, and family counseling services. Our team is comprised of experienced counselors who provide a safe and compassionate environment where clients of all ages can find healing, growth, and hope.
We are currently looking for an Administrative Assistant to oversee the administrative functions and various office tasks as needed at our office located off of Hurstbourne Parkway and Shelbyville Road. This position is perfect for someone who is well organized and detailed-oriented but also has a passion for mental healthcare. Strong communication skills, problem-solving skills, and an ability to work well collaboratively and independently are needed for this position.
Benefits:
• IRA and matching available
• Paid vacation time and holidays
Job Responsibilities
In charge of managing administrative tasks and office upkeep. The candidate for this position must collaborate well with others and be able to work independently. An important part of the role is being ready and willing to greet clients when they arrive for an appointment and assist with various tasks. Training will be provided for most of the responsibilities listed.
• Proficiency with using our practice management software, Simple Practice, to assist clients in scheduling appointments, to manage documents, and to complete various other tasks involving the software
• Be familiar with various features of our clinic’s practice scheduling platform, Simple Practice
• Manage new client intake process, scheduling, and communication of policies
• Management of waiting lists and cancellation lists
• Lobby upkeep and office maintenance
• Keep track of office supplies and assist in restocking
• Preparing, uploading, and organizing paperwork and documents
• Familiar with Office 360, especially Word and Excel, and be able to manage the Office 360 admin portal
• Familiar with using Quickbooks
• Manage main office communications and assist clinicians with communicating with clients, businesses, and churches via face-to-face, phone, email, and fax
• IT troubleshooting
• Greeting clients and notifying clinicians when clients have arrived
• Processing card, check, and cash payments and preparing deposits
• Reviewing client payments every other week to check for errors in preparation for payroll and correct errors when needed
• Follow up on unpaid balances
• Assist with charging clients for appointments
• Communicating with and sending invoices to third parties who pay for clients’ appointments and recording payments into practice scheduling software
• Management of records and important documents
• Comfortable with exploring and managing new software platforms as needed
• Awareness of HIPAA and compliance with client confidentiality
• Manage clinic’s online platforms and software
• Requesting records from hospitals and clinics
• Able to notice and fix errors in Simple Practice
• Updating the clinic’s website, social media profiles, and brochures
• Able to be flexible and take on various tasks. Able to keep track of and meet tasks and requests in a timely manner
• Backup accountant with various bookkeeping functions using Quickbooks
Required Skills and Minimum Qualifications
• Experience as an administrative assistant or in front office work
• Some college experience (preferred)
• Strong communication skills
• Organizational skills and attention to detail
• Social media skills (preferred)
• Basic understanding for Office 360 – Word, Excel, and Outlook
• Self-motivated
• Experience in bookkeeping (preferred)
For more information, contact our office at (502) 313-7030 or info@hopewellheights.org.