Office Administrator

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, 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.

Responsibilities include:

• Recruitment, interviewing, hiring, and training new employees under their supervision
• Overseeing coverage for the front desk during regular business hours and during lunch/meetings and other activities outside of the front office
• Greeting clients, visitors, and community partners in a courteous and compassionate manner
• Monitoring job performance of all staff based on services provided, program procedures, and program/grant goals
• Providing staff with monthly supportive supervision and a formal annual review
• Answering and directing incoming phone calls, emails, and inquiries
• Scheduling, confirming, and managing client appointments using office scheduling systems
• Maintaining confidential client files and records in compliance with HIPAA and organizational policies
• Verifying insurance information and assisting clients with intake paperwork
• Processing payments, issuing receipts, and maintaining accurate billing records
• Coordinating communication between counselors, clients, and external agencies
• Managing office supplies, mail distribution, and front desk operations
• Assisting with data entry, reporting, and administrative projects as needed
• Ensuring the reception area remains clean, organized, and welcoming
• Supporting crisis response procedures by following established protocols and notifying appropriate staff when necessary
• Exercising personal discretion over task priority and performance
• Exercising absolute confidentiality regarding clients
• Delivering deposit to Finance and returning with signed receipt from finance
• Emailing daily credit card transaction report to Finance
• Corresponding with insurance companies as needed
• Verifying client's insurance and obtaining authorization for payment if applicable
• Preparing monthly reports:
  Financial and other programs as assigned
• Completing all required professional development assigned in a timely manner
• Being sensitive to the service population's cultural and socioeconomic characteristics
• Adhering to safety training and protocols on a daily basis and taking precautionary measures to ensure the safety and well-being of self, others
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization
• Adhering to the Code of Conduct and the Faith and Moral is mandatory
• Taking a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization
• Other duties as assigned by the supervisor

Competencies include:

• 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
• Have valid vehicle liability insurance

Minimum qualifications:

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 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…