Administrative Support Staff - Part Time

Job Description

Job Description

Description:

Fulfill your purpose at CLM:

Summary Statement 

Center for Life Management (CLM) provides the area's most comprehensive array of outpatient mental healthcare. We offer innovative and evidence-based mental health services that enhance the health and well-being of individuals and families. We pride ourselves on delivering a high level of customer service and are always looking for team members who share this commitment and passion. Our office team members are at the heart of what we do, and we're looking for individuals who can contribute to our culture of excellence by providing outstanding service to our customers. 

The Administrative Support Staff plays a vital role in ensuring the smooth operation of daily office functions at CLM. This position provides comprehensive administrative support by engaging clients and visitors, managing payment processing, maintaining accurate documentation, coordinating appointments and meetings, and ensuring efficient office operations. The specialist collaborates across departments to support client care, upholds strict confidentiality, and represents CLM with professionalism. This role is essential in fostering a welcoming, organized, and client-centered environment, contributing to the overall effectiveness and success of the organization. This is a part-time, 24 hour per week position with the following schedule: Monday through Thursday from 4:00 PM – 8:00 PM and Saturday from 7:45 AM – 4:15 PM.

Major Functional Areas and Description of Duties

• Greet and assist clients and visitors professionally during check-in and check-out procedures. 
• Accurately collect co-payments, outstanding balances, authorizations and required signatures; ensure all payments are properly recorded. 
• Scan and correctly label documents into the electronic medical record system, maintaining accurate and organized records. 
• Answer and route phone calls professionally, responding to inquiries and directing calls to the appropriate staff. 
• Support centralized scheduling by booking follow-up appointments and conducting outreach for missed appointments.
• Manage staff calendars, coordinate video conference meetings, and assign treatment rooms as needed. 
• Monitor and restock office supplies, equipment, and other materials to be readily available for staff use. 
• Promptly relay concerns, questions, and/or important information to the appropriate manager, clinical supervisor, administrative team member, clinical and/or medical staff. 
• Ensure timely and accurate documentation to support continuity of client care. 
• Support the efforts of all departments to ensure a comprehensive, wrap-around approach to client care for all populations served by the agency.
• Perform functions professionally and in a manner that protects the integrity and confidentiality of clients and staff.
• Actively participate in appropriate team meetings and committees as requested by supervisor.
• Represent CLM in a professional and appropriate manner in all settings.
• Perform all other duties as assigned by supervisor.

Physical Demands and Working Conditions

The majority of the work takes place in an office setting. Manual dexterity is needed to use computers and standard office equipment. Reliable transportation is required for travel to/from office locations. The ability to sit for extended periods of time is required.

Benefits

At Center for Life Management, we offer a robust benefits package because caring for our staff is just as important as caring for our clients. Part Time benefits include:

• Paid earned time (3 weeks in year one, caps at 6 weeks)
• Paid holidays (8) with bonus birthday holiday in your birth month
• Employee Assistance Program (EAP), accessible to staff and their natural supports
• Mileage reimbursement for applicable positions
• On the job training and continuing education opportunities
• Rewarding and supportive work environment with excellent opportunities for career growth
• Meaningful relationships with your co-workers and the individuals we serve
• Flexible work schedule
• Teamwork, teamwork and more teamwork!

Join CLM and make your career dreams a reality!

#CLMLP1

Requirements:

Qualifications and Skills

• High school diploma or equivalent required.
• Minimum of two years in a medical office administrative role preferred.
• Strong communication, interpersonal, and customer service skills required to interact with clients, families, staff and visitors in a professional manner.
• Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
• Ability to maintain composure and exercise sound judgment in routine, urgent, and emergent administrative tasks.
• Proficient computer skills and knowledge of Microsoft office applications with emphasis on Word, Excel, Outlook and TEAMS.
• Ability and desire to work collaboratively as part of a team while also being self-motivated and capable of working independently. 
• Flexibility to adapt schedule changes and provide coverage as needed.
• Ability to learn and implement new skills as needed according to evolving department needs.