Office Administrator

Description

The Office Administrator is responsible for supervising 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. This position is responsible for providing professional administrative support, maintaining a welcoming and confidential environment, scheduling appointments, insurance billing responsibilities, managing records, outreach coordination, and assisting with daily office operations to ensure efficient delivery of mental health services.  This person will supervise the Medical Billing Coordinator and a part time Front Office Assistant in our Kerrville office. 

Requirements

Position Responsibilities:

• *The Office Administrator will collaborate with HR for recruitment, interviewing, hiring and training new employees under their  supervision. Will make recommendations for performance improvement and/or termination.
• *Responsibilities include overseeing that there is 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.
• Monitor job performance of all staff based on services provided, program procedures, and program/grant goals.
• Provide staff with monthly Supportive Supervision and a formal annual review 
• Answer and direct incoming phone calls, emails, and inquiries 
• *Schedule, confirm, and manage client appointments using office scheduling systems 
• *Maintain confidential client files and records in compliance with HIPAA and organizational policies 
• *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 will include, 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 
• Assist with 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.
• As needed, delivers deposit to Finance and return with Signed Receipt from finance.
• Emails daily Credit Card Transaction Report to 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.
• Must complete all required professional development assigned in a timely manner
• Must be sensitive to the service population’s cultural and socioeconomic characteristics.
• Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others.   
• Responsible for protecting 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. 

Competencies:

Adaptability

Building Collaboration

Communication

Customer Service

Integrity/Honesty

Managing Change

Solution Oriented

Stress Management

Teamwork

Technology

Thorough

Driving 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

Minimum Qualifications:

Experience

• 2 plus Years’ Experience: Behavioral Health Billing & Coding Insurance Claims in an Office Setting
• Excellent Customer Service 
• Bilingual (English/Spanish) is required

Education

• High School Graduate or GED Equivalent

Minimum Knowledge and Skills:

• 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
• Ability to drive and maintain appropriate personal transportation
• 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.

Travel Requirements:

Travel requirements for the position includes 10 to 30% local and less than 5% overnight.

Submit to a state and federal background check, Child abuse and neglect registry check, and Tuberculosis screening;

Be physically, mentally, and emotionally capable of performing assigned tasks and have the skills necessary to perform essential duties and responsibilities