Office Administrator

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. Position Responsibilities Collaborate with HR for recruitment, interviewing, hiring and training new employees under their supervision. Make recommendations for performance improvement and/or termination. Ensure 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 includes 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. Exercise personal discretion over task priority and performance. Exercise absolute confidentiality regarding clients. Deliver deposit to Finance and return with signed receipt from Finance as needed. Send daily Credit Card Transaction Report to Finance. Correspond with insurance companies as needed. Verify client’s insurance and obtain authorization for payment if applicable. Prepare monthly reports: Financial and other Programs as assigned. Complete all required professional development assigned in a timely manner. Be sensitive to the service population’s cultural and socioeconomic characteristics. Adhere to safety training and protocols on a daily basis and take precautionary measures to ensure the safety and well‑being of self and others. Protect confidentiality of any information or material obtained in the service with the organization, including client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information. Adhere to the Code of Conduct and the Faith and Moral is mandatory. Take a solution‑oriented approach in interactions and undertakings, and be a team member that promotes collaboration and commitment to the Mission and Vision of the organization. Perform 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. 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 include 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. #J-18808-Ljbffr Catholic Charities