Administrative Assistant - Clinic

Administrative Assistant

Summary

The Administrative Assistant provides confidential administrative, clerical, and operational support to the Behavioral Health Clinic, working under the direct supervision of the Clinical Operations Manager. This position supports the Program Manager, Clinical Operations Manager, and Director of Behavioral Health in daily clinic operations, including front desk services, client scheduling, records management, data entry, billing and invoicing, quality assurance assistance, reporting, and departmental coordination. The Administrative Assistant helps ensure efficient workflows, accurate documentation, timely completion of administrative responsibilities, and professional client services while maintaining compliance with agency policies and confidentiality requirements.

Essential Duties

1. Provide professional front desk services, including greeting clients and visitors, answering and directing calls, responding to inquiries, and managing incoming and outgoing correspondence.
2. Assist with client referrals, intake coordination, registration, appointment scheduling, confirmations, cancellations, and rescheduling.
3. Provide administrative and clerical support to the Clinical Operations Manager, Program Manager, and Director of Behavioral Health, including scheduling meetings, managing calendars, preparing correspondence, and tracking assignments and deadlines.
4. Perform general clerical duties, including typing, scanning, copying, filing, preparing documents, and maintaining organized electronic and physical filing systems.
5. Create, maintain, and organize client charts and administrative records, ensuring required forms and documentation are properly filed and accessible to authorized personnel.
6. Perform accurate and timely data entry into electronic health records (EHR), program databases, spreadsheets, and tracking systems, including client demographics, referrals, enrollment, service delivery, and discharge information.
7. Assist with collecting, compiling, and organizing program data, service statistics, client outcomes, and satisfaction information for required reports, presentations, and administrative reviews.
8. Provide administrative quality assurance support by reviewing records for completeness, identifying missing or inconsistent information, and coordinating documentation corrections with appropriate staff.
9. Assist with contract billing and invoicing by compiling service records, reconciling units of service, preparing supporting documentation, maintaining billing trackers, and coordinating with the Fiscal Department.
10. Support client billing and payment processing, including preparing statements, maintaining payment records, responding to routine billing inquiries, and referring discrepancies to appropriate personnel.
11. Assist the Clinical Operations Manager with daily administrative operations, front desk coverage, office workflows, and coordination of clerical activities to maintain efficient clinic operations.
12. Maintain office supplies and administrative inventory, prepare supply requests, coordinate equipment maintenance, and communicate with vendors regarding routine office needs.
13. Coordinate departmental meetings, trainings, and staff onboarding logistics, including scheduling, preparing agendas and materials, documenting meeting minutes, and maintaining administrative checklists.
14. Assist with tracking contract reporting deadlines, administrative deliverables, documentation requirements, and maintaining organized records to support program monitoring, audits, and compliance activities.
15. Maintain strict confidentiality in accordance with HIPAA and agency policies; demonstrate professionalism, accountability, punctuality, attention to detail, and effective communication while performing other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required; associate degree or postsecondary education preferred.
• Two (2) years of administrative, clerical, or office support experience preferred, preferably in healthcare, behavioral health, or social services setting.
• Experience with front desk operations, scheduling, and customer service.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Knowledge of electronic health records, databases, and administrative tracking systems preferred.
• Familiarity with data entry, billing, invoicing, and recordkeeping procedures preferred.
• Knowledge of HIPAA and confidentiality requirements.
• Strong organizational, interpersonal, and written and verbal communication skills.
• Ability to work independently, manage multiple priorities, maintain accuracy, and meet established deadlines.

Licenses & Certifications

• Valid California Driver's License.
• Proof of automobile insurance.
• Current and acceptable DMV driving record.

Physical & Mental Demands

• Ability to perform prolonged computer and keyboard work requiring attention to detail.
• Ability to sit or stand for extended periods and perform routine office tasks.
• Ability to bend, stoop, reach, and lift or carry up to 30 pounds, with or without reasonable accommodation, when essential to assigned duties.
• Ability to manage multiple responsibilities, frequent interruptions, and competing deadlines.
• Ability to adapt to changing priorities and maintain professionalism in challenging situations.
• Ability to maintain confidentiality, exercise sound judgment, and work effectively with staff and clients.

FSA is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.