Administrative Assistant/Office Manager

Are you ready to wake up every day feeling inspired, excited about your job, and ready to win? Are you looking for an opportunity where you can make an impact on your community, gain valuable experience, and build your career?

The Comfy Place, a therapeutic and fun private practice, is looking for a self-driven and ambitious Administrative Assistant to join our team! We are looking for someone who is organized, detail-oriented, and friendly. If you have a passion to help children and families and LOVE working in a nurturing and supportive environment, this is the job for you. Visit our website www.thecomfyplacellc.com for more information on our company.

Job Summary:

We are looking for a reliable and responsible Administrative Assistant to perform a variety of administrative and clerical tasks, mainly to help our practitioners be on top of scheduling. Other duties may include providing support to our clinical staff, assisting with daily office needs, triaging new client calls, assisting with HR related tasks, handling billing and insurance related tasks, and managing our company’s general administrative activities. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like Microsoft Word/Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry (mental health or healthcare in general), we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

This position is a hybrid role working both virtually and in person out of our Hiram office.

Responsibilities include, but are not limited to, the following:

• Answer phones/check messages/email/faxes/field questions and basic office duties
• Send welcome letters and packets to new clients after scheduling the initial appointment
• Confirm mandated paperwork is signed and tracked
• Verify and process pre-authorizations for treatment, ensuring this is performed prior to the client's appointment
• Charge clients, prepare invoices and billing statements, and follow up on unpaid balances
• Prepare all necessary documents for the day including client charts and assist in the preparation of the Morning meetings
• Maintain case records in a neat and organized manner including purging and filing information on a quarterly basis
• Manage the clinical calendar of vacations, meetings, trainings, upcoming events, including attaching important documents and notes
• Act as the point of contact for internal and external clients and their families, community members and organizations, referral sources, and prospective clients
• Update and maintain office policies and procedures
• Participate in interviewing job applicants and conducts orientation of new employees as needed
• Provide administrative support to the CEO and upper management and assist in ensuring accurate letters, mailings, documents, and other materials are produced within established time frames and with high-quality standards
• Performs all other duties as assigned

Required Skills/Abilities:

• Ability, capacity, and desire to learn new things and build upon to make better
• Ability to multi-task and work under pressure in a fast paced environment and maintain composure
• Problem-solving skills and the ability to thrive with limited direction
• Strong interpersonal and communication skills -- Comfortable interacting with all ages/types of people
• Ability to work independently and as part of a team
• Strong Customer Service skills a must
• Skilled in establishing and maintaining effective working relationships with clients, vendors, staff, and stakeholders
• Excellent written and verbal communication skills, ability to understand and follow oral and written instructions
• Neat, professional appearance and demeanor
• Respect client confidentiality
• Must demonstrate the ability to take initiative, anticipate problems, propose solutions, and follow through to meet the goals of the institute and the department
• Must have a flexible schedule (office hours vary daily with some evening hours and must be available for occasional community events that fall on the weekend)
• Enjoy and works effectively in culture of collaboration, systems innovation, and ongoing change
• Personal and professional commitment to racial equity, diversity, and inclusion
• Working knowledge of CPT, ICD-9 coding, and use of various EMR systems/platforms

Required Education and Experience:

• High School Diploma or equivalent
• Bachelor’s Degree in Business, Administrative, or Healthcare Management required
• One to two years of experience in an administrative role required
• Minimum of two (2) years experience in a medical/mental health clinic, health care setting or similar role preferred
• Minimum of 2 years of therapy practice, scheduling, and/or intake experience preferred
• Knowledge of verifying insurance, requesting authorizations, and processing insurance billing highly required
• Knowledge of HIPAA regulations
• Knowledge of MS Office applications, including Word, Excel, Outlook, and PowerPoint
• Knowledge in using electronic medical records required
• Must be able to pass a pre-employment criminal background check
• Fluent English and Spanish speaking (required)

Schedule Requirements

• Part-time, 10-15 hours per week. We do maintain office hours, Mon-Fri 10am-6pm, and are looking for someone who can maintain the same hours every week. Hours may increase based on the needs of business.

Work Location

• Candidate must be located in Georgia, USA
• Hybrid: remote/telecommute and in-person
• Candidate must have adequate transportation, a personal computer and reliable internet access to perform all duties.

**Please note, applicants who do not complete the skills tests will be automatically declined. Additionally, applicant must be available to start immediately.

Please be sure you know who we are before you apply. We take pride in our Comfy Place Family and will only consider applicants who can speak to who we are and what we do.

Job Types: Part-time, Contract

Pay: $14.00 - $16.00 per hour

Expected hours: 10 – 15 per week

Benefits:

• Flexible schedule

Schedule:

• 4 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Medical receptionist: 1 year (Required)
• Executive administrative support: 1 year (Preferred)

Language:

• Spanish (Required)

Ability to Relocate:

• Dallas, GA: Relocate before starting work (Required)

Willingness to travel:

• 50% (Required)

Work Location: In person