Job Opening - Office Assistant

Family Solutions Therapy is an individual, family, and couples counseling group practice. Providing outstanding mental health services requires an integrative team.  We are currently seeking someone exceptional to take the helm in our Richfield office. The ideal candidate will be a problem solver who has excellent communication skills and impeccable attention to detail. The candidate should also have experience working in an office environment, performing administrative tasks, and providing support to coworkers. An ability to multitask, manage complex schedules, and meet changing situations is essential to the position.

Objectives of this role

• Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests. 

• Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layout

• Coordinate electronic medical records, billing, accounting, and insurance records

• Communicate with clients to ensure paperwork is completed and maintenance of records  

Responsibilities

• Provide front-desk coverage by managing a phone/email system, greeting guests as they enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment

• Provide administrative support to co-workers, including email correspondence

• Input and maintain all patience records, insurance information, EAP and other third payor information and work with finance for billing, invoicing. 

• Collect payment and assist with basic bookkeeping. 

• Work with referral sources and contract services and maintain communication with them.  Including email, phone, social media, website, and others.  

This job will require 10 to 20 hours per week.  You will work mostly in the office during the hours that patients are scheduled. Currently, patients are scheduled for in-person appointments Tuesday Wednesday, and Thursday.  On those days you will need to be available to observe the phone starting at 9 am, and in the office from 11 am to 4 or 5 pm, flexible. At-distance work Monday through Friday answering the phone, texting, emailing, and scheduling appointments will also be required.  This is a part-time position and an hourly rate will be based on your qualifications.  

Required skills and qualifications

• High school diploma or equivalent

• Proven administrative experience

• Superb written and verbal communication skills

• Strong time-management skills and multitasking ability

• Aptitude for learning new software and systems

• Comfortable handling confidential information

Preferred skills and qualifications

• College degree or equivalent

• Previous success in office management

• Experience with electronic medical records, basic bookkeeping, and Google Workspace systems

• Experience developing internal processes and filing systems