Part-Time Administrative Assistant

About Serenity Counseling and Wellness

Serenity Counseling and Wellness is a growing outpatient behavioral-health practice that provides person-centered, strengths-based therapy to individuals, children, adolescents, and families. We strive to create and maintain strong relationships with clients, hospitals, referring providers, and our community to promote self-sufficiency, empowerment, and well-being.

We’re seeking a competent, detail-oriented Administrative Assistant to help keep the daily operations of the practice organized and efficient. The ideal candidate is a hard-working professional who thrives in a fast-paced environment, demonstrates excellent communication and problem-solving skills, and approaches all work with discretion, empathy, and a client-focused mindset.

Position Summary

This position supports the Practice Manager by handling administrative duties related to client onboarding, paperwork collection, phone coverage, scheduling, and day-to-day office operations. The role requires a high level of accuracy, professionalism, and the ability to adapt to a busy behavioral-health setting.

Key Responsibilities:

Client Welcome & Communication

• Greet clients and visitors warmly in person and on the phone; triage needs promptly.
• Answer, route, and return phone calls; take accurate, detailed messages.
• Provide information to prospective clients about services, policies, and onboarding steps.

Client Onboarding & Paperwork

• Collect and review intake packets to ensure completeness; assist clients in completing required forms.
• Accurately enter demographic and insurance information into the EHR/practice-management system.
• Follow up with clients on missing paperwork or signatures; maintain confidentiality at all times.

Scheduling & Payment Support

• Schedule, reschedule, and cancel appointments across multiple providers and locations.
• Assist with verifying insurance information as directed by the practice manager.
• Create invoices and collect copays as needed at check-in.

Administrative & Office Operations

• Support the Practice Manager in daily administrative tasks such as scanning, faxing, email correspondence, and maintaining organized client records.
• Assist with data entry, report generation, and other clerical tasks to keep operations running smoothly.
• Coordinate with clinicians and intake staff to ensure efficient hand-off of new clients.
• Help track client paperwork completion for compliance and quality standards.
• Maintain a professional, organized, and HIPAA-compliant environment.

Team & Professional Development

• Engage fully in any offered training, consultation, or supervision.
• Respond professionally to supervisory guidance and collaborate respectfully with colleagues.
• Other duties as assigned.

Required Qualifications

• Bachelor’s degree required (psychology, social work, counseling, healthcare administration, or a related field preferred).
• Experience in an outpatient behavioral-health or private-practice setting is required (familiarity with EHR workflows, insurance processes, and HIPAA regulations).
• Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn new software quickly.
• Strong verbal and written communication skills.
• Excellent organizational skills with the ability to handle multiple tasks simultaneously in a fast-paced setting.
• High attention to detail, discretion, and professional demeanor.
• Demonstrated ability to work independently while remaining a collaborative team player.
• Bilingual (Spanish/English) is a strong plus and compensated accordingly.

Preferred Qualifications

• Prior experience with insurance verification and billing support in a mental-health setting.
• Familiarity with telehealth platforms and HIPAA-compliant technology tools.
• Prior customer-service experience in a healthcare environment.

Compensation

• Competitive hourly pay $18–$23/hour, commensurate with education, skills, and relevant behavioral-health experience.
• Spanish-speaking staff receive additional differential pay.

Job Type: Part-time

Pay: $18.00 - $22.00 per hour

Benefits:

• Opportunities for advancement

Work Location: In person