Administrative Assistant

Job Description

Job Description

Administrative Assistant

The Heart of Our Mission
At Zarephath, we believe every family deserves a supportive environment from the moment they walk through our doors. We are a dedicated behavioral health agency in Arizona on a mission to support families and children navigating life’s toughest challenges. As our Administrative Assistant, you are more than just support staff—you are the vital link that keeps our mission organized and ensures our families feel seen and heard. 

Our Community Presence
Based in our main office, you’ll be the central "hub" for our team and the families we serve. Even when you aren’t at the front desk, you’ll be an essential backup for our reception team, ensuring that every interaction with Zarephath is warm, professional, and therapeutic.

Your Daily Mission
Primary Mission: Medical Records Management (Approx. 90%)

• Clinical Organization : Manage the lifecycle of medical records by scanning, filing, and maintaining accurate electronic documentation.
• HIPAA Compliance : Ensure all client records are complete, organized, and strictly compliant with agency and HIPAA standards.
• Data Integrity : Track missing clinical documentation, follow up with staff, and maintain precise data entry across internal systems.
• Document Processing : Upload critical treatment plans, clinical assessments, and medical provider medication orders.
• Audit Readiness : Support data compliance audits by quickly and accurately preparing or retrieving requested files.

Secondary Mission: Administrative Support (Approx. 10%)

• Reception Support : Provide reliable backup for the front desk by answering phones and greeting visitors warmly.
• Scheduling & Connection : Assist with scheduling client assessment appointments to ensure timely care.
• Office Stewardship : Maintain a clean, organized, and highly efficient workplace environment while cross-training in compliance duties.

The Schedule & Compensation
A consistent, full-time schedule designed for work-life balance:

• Monday – Friday: 8:30 AM – 5:00 PM
• Salary: $40,000 per year

Benefits
We take care of those who take care of our community:
✔ Paid Time Off (PTO) & Sick Time
✔ Health Benefits

What You’ll Need to Join Us
✔ Education: High school diploma or GED
✔ Clearances: Must obtain/possess a Fingerprint Clearance Card and pass a DCS Background Check
✔ Technical Skills: Good basic skills in Microsoft Word (document formatting) and Excel (data entry, basic formulas).
✔ Soft Skills: Exceptional customer service skills and the ability to multitask in a fast-paced environment.
✔ Credentials: Valid state-issued ID or Driver’s License

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