Administrative Specialist

Overview

Pay: $20/hourly

Are you passionate about supporting mental health care in a compassionate, organized, and trauma-informed way? We are looking for a dedicated and detail-oriented Administrative Specialist to join our team at a licensed mental health clinic. As the first point of contact for clients, visitors, and staff, you’ll play an essential role in creating a welcoming, efficient, and supportive environment. If you are someone who thrives in a fast-paced environment, enjoys helping others, and has a keen eye for detail, we’d love to hear from you!

Benefits for Full-time employees: 

• Health Insurance: Offered through Blue Cross Blue Shield, with generous company contribution.
• Enhanced Retirement Plan: 25% - 33% Employer match based on tenure. 
• Student Loan Assistance: Consolidation, counseling, & limited employer contribution!
• Discounted Tuition with College & University Partnerships!
• Tuition Assistance: Reimbursed or prepaid college coursework!
• Home Mortgage Initiative: Favorable down payment (3-5%), reduced closing costs co-paid by Seven Hills!

Work-Life Balance:

• Generous Accrued Paid Vacation: 3 weeks in your first year!
• Vacation Cash-Out Option
• 3 Paid Personal Days
• 11 Paid Holidays 
• Accrued Paid Sick Time

Benefits for Part-time Employees:

• Accrued Paid Sick Time
• Enhanced Retirement Plan: 25% - 33% Employer match (Minimum of 20 worked hours per week)
• Student Loan Assistance: Consolidation and free debt counseling!
• Personal PTO - (Minimum 20 hour regular part-time schedule - does not apply to per diem)

Why Join Us?:

• Make a Difference: Be an essential part of a team that provides high-quality, trauma-informed care to individuals in need.

• Work Environment: Join a compassionate, collaborative, and supportive team dedicated to improving mental health outcomes.

• Professional Development: We value your growth and provide opportunities for learning and advancement within the organization.

• Comprehensive Benefits: Enjoy competitive compensation and benefits in a stable, rewarding role.

Responsibilities

• Client & Visitor Reception: Serve as the first point of contact for clients and visitors, greeting them warmly and assisting with check-in and check-out procedures. Ensure a positive and professional experience for everyone who walks through the door.

• Phone & Communication Management: Answer phones, respond to inquiries, and direct calls or messages to the appropriate staff in a timely, professional manner.

• Appointment Scheduling: Manage clinician calendars, schedule appointments, and coordinate effectively using our Electronic Health Record (EHR) system.

• Insurance & Payments: Verify insurance coverage, collect copayments, and assist clients with necessary intake or consent forms, ensuring seamless billing and documentation processes.

• Confidentiality & Compliance: Maintain strict adherence to HIPAA regulations and ensure confidentiality in all interactions.

• Administrative Support: Assist with various administrative tasks such as copying, faxing, scanning, filing, and providing support for clinicians and administrative staff as needed.

• Front Office Management: Maintain a clean, organized, and trauma-informed reception area to ensure a safe and welcoming environment for clients and staff.

• Data Entry & Reporting: Assist with data entry, report generation, and documentation to support program compliance and funding requirements.

• Support During Audits & Inspections: Provide administrative assistance during audits, inspections, or licensing reviews to ensure smooth operations.

• Other Duties as Assigned: Perform other administrative tasks as required to support overall clinic operations and provide a high level of service.

Qualifications

• Education: High School Diploma, GED, or HiSET required.

• Experience: 1–3 years of related experience, preferably in a healthcare or mental health setting.

• Technical Skills: Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and ability to navigate the internet and EHR systems.

• Customer Service Skills: Excellent interpersonal skills, with a friendly, approachable demeanor for interacting with clients, visitors, and staff.

• Organizational Skills: Strong attention to detail and ability to manage multiple tasks efficiently while maintaining a calm and organized workspace.

• Confidentiality & Ethics: Ability to handle sensitive information with discretion, and uphold confidentiality in all interactions according to HIPAA regulations.

• Physical Requirements: Ability to carry out primary job functions while sitting and standing for extended periods. Must be able to perform tasks in a noisy environment, and lift items (up to 50 lbs) when needed.

• Driving: Valid driver’s license and reliable personal transportation, as the role may require occasional travel.