Office Administrator for a Mental Health Group Practice

Job Description

Job DescriptionSalary: $22 / hour

Twin Lakes Counseling is an insurance-based group psychotherapy practice in Federal Way, Washington.We are dedicated to making transformative mental health counseling and family therapy accessible to our community. We are looking for a fun, personable, and highly skilled communicator to work 40-hours per week in our comfortable Federal Way office. Dependability, professionalism and excellent customer service skills are extremely important.

Primary responsibilities include maintaining an organized and well-stocked office space, handling new client inquiries, implementing office safety policies, and assisting our team with administrative tasks.This is a full-time, fixed schedule position. This integral role is rewarding and you get to help the community!

Main Responsibilities:

• Office Management
  • Live answering of the office phone during work hours
  • In collaboration with our Building Manager and under the guidance of the Practice Manager, care for and keep our 6-office space fully stocked
  • Order office supplies, print and hang notices, and keep supplies organized
  • Maintain schedule of when admin and clinical staff are in the office
  • Organize playroom and maintain play therapy baskets in each of the non-playroom offices
    
  • Be the go-to person for staff management around office related issues (like reminders about where to park, etc.)
  • Facilitate our library and art supplies check out system
  • Take pride in maintaining a safe, clean, organized, and welcoming space for our clients and employees!
    
    
• Onboarding & Supporting on-site clinicians
  • Conduct Office tours for potential hires
  • Conduct Office Orientations to train newly hired staff members on in-office policies, security measures, and emergency plan
  • Obtain and display up to date copies of clinician licenses
  • Provide backup and support for Psych Services, particularly for scheduling and in-person intakes
    
    
• Communication with Clients & Colleagues
  • Respond to new and potential clients via email and phone
  • Maintain an accurate log of all client phone and email contact
  • Forward incoming messages to the appropriate parties
  • Process physical mail
    
    
• Other duties:
  • Attend in-person and online job fairs, as-needed
  • Help Clinical Director and Practice Manager plan, advertise, and execute quarterly staff events
  • Accurately document all client contact accurately and thoroughly in our Electronic Health Records (EHR) system
  • Sends faxes as requested by clinicians, supervisors, Clinical Director, and Owner
  • Print and mail documents as requested
  • Perform other tasks as requested
  • Stay incredibly well organized, despite multiple sources of information

• • Generally be awesome and helpful
    

The ideal candidate will be:

• Extremely professional and good at customer care
• Work well within an established structure/workflow/process
• Personable, friendly, and outgoing
• Able to communicate clearly (written/verbal)
• Very comfortable with technology
• Good at managing their time and multiple tasks/projects
• Coachable & willing to learn
• Able to manage confidential information, preferably with experience with HIPAA
• A confident problem solver
• A motivated self-starter
• Willing to treat our clients and clinicians as VIPs
  

Benefits of the position:

• Generous time off policy: 2 weeks sick time, 3 weeks off for vacation, your choice of 5 holidays per year
• Paid sick time (approx 2 weeks per year)
• Paid vacation time (approx 2 weeks per year)
• Retirement account with 3% company matching program
• An Educational Assistance Plan (EAP) through which we help you pay off your student loans tax-free
• Excellent group health insurance benefits with premium fully paid as a full-time employee
• Supportive team environment
• Comfortable office space
  
  

Job Requirements:

• Local to Federal Way, Washington, for this fully in-person job
• Available to work on-site 8 hours per day, Monday through Friday
• Comfort with technology, including scheduling and attending online meetings, managing spreadsheets, using an online scheduling system, and documenting client contact in an Electronic Health Records (EHR) system
• Positive references from at least three sources
  
  

Bonus Points if you have:

• Medical office experience
• An associates degree or higher
• Knowledge of psychology/counseling or prior work in the mental health industry
• Knowledge of the Federal Way community (or one of the surrounding areas)
• Bi-lingual
  
  

Please Note: To enhance equitable hiring practices, all qualified candidates will be sent a series of assessments by our partner, CriteriaSelect, to determine initial fit and aptitude for the position.

These assessments are important to our process and may take between 25 - 30 minutes. If you have not received these assessments within a week of applying, please check your spam folder and/or contact hr@twinlakescounseling.com.

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color,religion, sex, sexual orientation, gender identity, national origin,veteran or disability status.