Administrative Assistant

Position Overview

Chase Mental Health Services is seeking a highly organized and detail-oriented Administrative Assistant 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.