What are the responsibilities and job description for the Administrative Assistant/Office Manager position at CHASE MENTAL HEALTH SERVICES LLC?
Position Overview
Chase Mental Health Services is seeking a highly organized and detail-oriented Administrative Assistant/Office Manager to support the daily operations of our Behavioral Health office in Westfield, NJ. This full-time, onsite role ensures our office runs smoothly, efficiently, and professionally, contributing to a welcoming environment for clients and staff.
Key Responsibilities
Administrative Support
- Serve as the primary point of contact for clients, staff, and visitors, ensuring a positive first impression.
- Manage scheduling and appointments for clinicians and clients, including rescheduling and confirming appointments.
- Answer, screen, and route phone calls and emails promptly and professionally.
- Maintain accurate records and files, including confidential client documentation, in compliance with HIPAA regulations.
Office Management
- Oversee the office's day-to-day operations, ensuring a clean, organized, and well-stocked environment.
- Order and maintain office supplies and equipment, coordinating repairs and maintenance as needed.
- Manage office communication systems, including mail, email, and phone systems.
- Coordinate with external vendors and service providers for office-related needs.
Financial and Operational Tasks
- Assist with billing and insurance claims processes, including verifying client insurance eligibility and processing payments.
- Prepare and maintain reports, invoices, and office expenses to support financial operations.
- Monitor and track office budget, ensuring cost-effective operations.
Team Collaboration
- Serve as a liaison between staff, clinicians, and management to facilitate communication and resolve operational issues.
- Support onboarding and training of new staff members as needed.
- Assist with planning and coordinating office meetings and events.
Qualifications
- Education: High school diploma or equivalent required; associate or bachelor's degree in a related field preferred.
- Experience: At least 2 years of experience in administrative or office management roles, preferably in a healthcare or behavioral health setting.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with scheduling software or electronic health records (EHR) systems.
-
Key Competencies:
- Strong organizational and time-management skills.
- Excellent verbal and written communication abilities.
- A proactive and solutions-oriented approach to problem-solving.
- Ability to handle confidential information with integrity and discretion.
Working Conditions
This is a full-time, onsite position in our Westfield, NJ office. The role requires regular interaction with clients and staff in a professional behavioral health environment.
Benefits
- Competitive salary based on experience.
- Comprehensive benefits package, including health, dental, and vision insurance.
- Paid time off and holidays.
- Opportunities for professional development and growth.