Office Administrator

About the role

The Office Administrator supervises the front office operations at both Grace Counseling and our Kerrville office. The position serves as the first point of contact for clients, visitors, and staff at the Grace Counseling office.

Responsibilities

• Collaborate with HR for recruitment, interviewing, hiring and training new employees under their supervision. Make recommendations for performance improvement and/or termination.
• Oversee coverage for the front desk during regular business hours and during lunch/meetings and other activities outside of the front office.
• Greet clients, visitors, and community partners in a courteous and compassionate manner.
• Maintain confidential client files and records in compliance with HIPAA and organizational policies.
• Schedule, confirm, and manage client appointments using office scheduling systems.
• Verify insurance information and assist clients with intake paperwork.
• Process payments, issue receipts, and maintain accurate billing records.
• Coordinate the onboarding process for new hires as well as interns. This includes scheduling new hire training, setting them up on EHR system, obtaining and maintaining background checks, and getting the person set up with an email address.
• Coordinate communication between counselors, clients, and external agencies to include coordinating clinical administrative duties and expectations.
• Manage office supplies, mail distribution, and front desk operations.
• Aid in data entry, reporting, and administrative projects as needed.
• Ensure the reception area remains clean, organized, and welcoming.
• Support crisis response procedures by following established protocols and notifying appropriate staff when necessary.
• Exercises personal discretion over task priority and performance.
• Exercises absolute Confidentiality regarding clients.
• Emails daily Credit Card Transaction Report to Finance and return with Signed Receipt from finance.
• Corresponds with insurance companies as needed. Verifies client’s insurance and obtains authorization for payment if applicable.
• Prepares monthly reports: Financial and other Programs as assigned.
• Completes all required professional development assigned in a timely manner.
• Is sensitive to the service population’s cultural and socioeconomic characteristics.
• Adhering to safety training and protocols on a daily basis and taking precautionary measures to ensure the safety and well-being of self, others.
• Protects the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Other duties as assigned by the Clinical Director.

Requirements

• Must be at least 21 years old.
• Have a valid driver’s license and clean driving record.
• Ability to drive and maintain reliable and appropriate personal transportation.
• Have valid automobile insurance.
• Experience: 2 plus Years’ Experience: Behavioral Health Billing & Coding Insurance Claims in an Office Setting.
• Excellent Customer Service.
• Bilingual (English/Spanish) is required.

Qualifications

• Knowledge of client file documentation and record keeping.
• Skilled in using personal computer, office equipment, various software, email and internet.
• Skilled in organization and time management.
• Ability to incorporate good communication techniques.
• Ability to work in a culturally sensitive manner with people of various backgrounds.
• Ability to maintain confidentiality.
• Available evenings and weekend when necessary.
• Ability to climb stairs, sit on the floor, and lift 20 pounds.
• Ability to evaluate tasks, establish priorities and meet deadlines.
• Ability and willingness to work some evenings and/or weekend hours as needed.
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good written and verbal skills.
• Must have good critical thinking and problem-solving skills.