Administrative Assistant

Job Summary

Administrative Assistant III

Location:

Northpoint Littleton (Adult outpatient, Loveland, CO)

Schedule:

Monday‑Friday 8:00 AM – 5:00 PM
Compensation: $23‑28 per hour

Reports to:

Program Director

• Oversee and help implement the day‑to‑day administrative functions of the facility.
• Assist Program Director in creatively managing the administrative assistant team schedules and call‑offs.
• Greeting visitors and ensuring a positive front‑desk experience.
• Serve as a point of contact for internal and external stakeholders.
• Coordinate office management schedules, coverage, and team needs.
• Client and staff Telehealth liaison.
• Complete and collect all necessary intake paperwork and documentation.
• Assist leadership in developing data tracking processes and trainings to improve front‑desk processes.
• Assist Operations Manager in coordinating vendor appointments and building maintenance needs.
• Coordinate scheduling of fire drills and egress testing.
• Maintain environmental cleanliness, organization, and presentation.
• Reception duties: scheduling of clients, answering telephone, customer service, follow‑up calls, track attendance, send out appointment reminders, assist in Medicaid transportation, process incoming mail.
• Coordinate client UA results with multidisciplinary team.
• Maintain lobby environment to promote a warm and welcoming atmosphere, including seasonal décor.
• Ensure a safe and secure lobby environment for employees, clients, guardians, and visitors.
• Facilitate client arrival and departure from programming.
• Collaborate with Operations Manager to maintain site‑specific Joint Commission and facility compliance deadlines.
• Screen and monitor visitors and connect them with the appropriate staff member.
• Display initiative by identifying problems and making recommendations to solve them.
• Answer inquiries and obtain information for the general public, clients, visitors and staff in an expedient, professional and courteous manner.
• Manage and provide training to incoming and current reception and clinical staff for front‑desk duties.
• Liaise with facility vendors including cleaning, maintenance, and transportation services.
• Organize, maintain, and create client orientation packets.
• Regularly audit facility email distribution lists to ensure they accurately reflect all current staff members.
• Maintain clinical providers KIPU calendars.
• Conduct a comprehensive audit of all new admission paperwork every 24 hours to ensure all required forms are completed accurately and submitted in accordance with compliance and documentation standards. Promptly follow up on any missing or incorrect information to ensure timely resolution.
• Prepare and deliver quarterly training sessions for administrative team members, focusing on process improvements, system updates, or identified development needs. All training topics must be reviewed and approved in advance by the Market Operations Manager.
• Resolve administrative issues independently and elevate complex matters appropriately.
• Assist with or lead special projects, ensuring deadlines and quality standards are met.
• Provide high‑level administrative assistance to onsite leadership.
• Work collaboratively with management to create and identify efficiencies within the facility.
• Plan in‑house activities such as parties, celebrations and trainings.
• Adhere to all company policies and procedures.
• Manage facility email distribution lists to reflect current staff.
• Conduct regular audits of patient accounts to ensure all required financial paperwork is properly completed and signed.
• Complete weekly group note billing audits for full completion and signature.
• Serve as the primary point of contact for collecting patient payments onsite.
• Ensure all required financial paperwork is completed and signed at the time of admission.
• Serve as the liaison between clients, the Patient Financial Accounts team, and the Patient Accounts Receivable team regarding billing inquiries and account‑related questions.
• Maintain confidentiality in accordance with 42 CFR Part 2 and all other established policies, procedures, and standards of care.
• Perform other related duties and special projects as assigned.

• Must be at…