Reception Administrative Assistant

Job Description

Position Summary

The Administrative Assistant serves as the first point of contact for clients and supports the daily operations of the counseling office. This position is responsible for scheduling appointments, maintaining confidential client records, handling communications, and providing exceptional customer service in a compassionate and professional environment.

Key Responsibilities

• Greet clients and visitors in a warm, professional, and confidential manner.
• Answer and direct incoming phone calls, emails, and inquiries.
• Schedule, confirm, and coordinate client appointments.
• Maintain electronic and paper client records in compliance with HIPAA and confidentiality standards.
• Verify insurance information and assist with billing and payment processing.
• Collect and record client payments and issue receipts as needed.
• Prepare intake packets and other client documentation.
• Monitor and order office supplies and maintain organized office systems.
• Coordinate communication between counselors, clients, and outside providers when authorized.
• Manage calendars and scheduling for counseling staff.
• Assist with report preparation, correspondence, and office projects.
• Ensure waiting areas and administrative workspaces remain clean and welcoming.
• Support compliance with organizational policies and regulatory requirements.

Qualifications

Required

• High school diploma or equivalent.
• Minimum of 1-2 years of administrative or office experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to handle sensitive and confidential information with discretion.
• Strong customer service and interpersonal skills.

We are a counseling agency who provide individual, family and group counseling. This position is for Texas Licensed Social Worker only.

Company Description