Administrative Assistant

POSITION SUMMARY

The Counseling Administrative Assistant provides essential front-office, administrative, and client support for Children First Counseling and Lassen Counseling Services. This role is the first point of contact for clients and families, supporting intake, phone screening, client check-in, chart preparation, electronic health record (EHR) documentation, scheduling, and administrative coordination for the counseling team.

This position ensures smooth daily operations within the counseling center and helps maintain accurate, confidential, and timely documentation for all behavioral health services.

KEY DUTIES & RESPONSIBILITIES

Client Support & Front Office Coverage

• Serve as the primary front-desk receptionist: greet clients warmly, answer incoming calls, respond to questions, and route calls appropriately.
• Conduct initial phone screening for potential clients, gathering basic information to determine service needs and urgency.
• Manage client check-in, ensure completion of required paperwork, confirm insurance/coverage information, and support clients with forms.
• Assist with explanations of services, appointments, and procedures in a supportive, trauma-informed manner.
• Maintain a calm, welcoming, professional environment for clients, families, and visitors.

Administrative & Clerical Responsibilities

• Prepare, edit, and format documents using Microsoft Word and Excel.
• Manage calendars, appointments, and scheduling for counseling staff using Outlook.
• Prepare, organize, and update client charts, including electronic templates, progress note documents, and service forms.
• Maintain filing systems, both electronic and physical, ensuring compliance with confidentiality, Medi-Cal, and agency standards.
• Assist with basic billing tasks, including data entry, verification of service records, and coordination with the billing department.
• Support the Behavioral Health Director and Office Manager with clerical tasks such as scanning, copying, shredding, and mail handling.

Electronic Health Record (EHR) & Data Tasks

• Enter client demographic and service data into the EHR system accurately.
• Run reports, assist with spreadsheets, and track data for counseling operations as directed.
• Update, audit, and organize electronic charts to ensure compliance.
• Assist staff with troubleshooting basic EHR or documentation questions (non-technical).

Communication & Coordination

• Communicate professionally with clients, clinicians, referral sources, county partners, and agency staff.
• Coordinate virtual or in-person meetings using Microsoft Teams.
• Maintain confidentiality in compliance with HIPAA, DHCS, Medi-Cal, and agency policies.
• Assist with distributing reminders, appointment confirmations, and internal communications.

Bilingual Services (English/Spanish)

If bilingual:

• Provide translation and interpretation for clients and staff, including conversations, documents, and forms.
• Support bilingual outreach and culturally responsive client engagement.

QUALIFICATIONS

Required

• High school diploma or GED.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication.
• Strong organizational skills with high attention to detail.
• Ability to multitask in a fast-paced counseling environment.
• Proficiency with Microsoft Word, Excel, Outlook, and Teams.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Comfort with learning electronic health and data systems.

Preferred

• Bilingual in English/Spanish.
• Experience in behavioral health, medical reception, or social services.
• Familiarity with EHR systems.
• Experience with basic billing, invoicing, or data entry.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person