Mental Health Administrative Assistant

Admin Lead for Napa Clinic Office

Work Location:

3419 Valle Verde Dr, Napa, CA 94558

Employment type:

Full-time, in-office

Schedule:

9am to 5:30pm

Position Overview:

We are seeking a Mental Health Admin Assistant to support daily administrative operations of our mental health program and help drive its growth. This leadership role requires someone who is not only highly organized and detail-oriented but also proactive in building external relationships and representing the agency in the community. The ideal candidate is bilingual in English and Spanish and thrives in both administrative and outreach roles, and has strong analytical and data management skills.

You will manage internal systems, support therapists and clients, and serve as the key point person for administrative coordination. In addition, you'll play a vital role in expanding our mental health services by attending community events, meeting with referral sources (e.g., doctors, school counselors), and strengthening our partnerships.

• Support administrative functions of the mental health program and ensure smooth day-to-day operations.
• Maintain and update therapist calendars, including scheduling, cancellations, and rescheduling sessions.
• Coordinate appointment logistics (e.g., ACES, Blue appointments) and ensure systems are updated accordingly.
• Support therapists in connecting with clients, sending appointment reminders, and facilitating the intake process.
• Manage bi-weekly appointment administration and communicate schedule updates to therapists.
• Monitor and log client payments; manage financial documentation such as Financial Responsibility Statements.
• Maintain accurate client records in systems like NPA, including uploading documents and processing contract changes or terminations.
• Serve as a liaison to insurance providers, school counselors, social workers, and other external partners.
• Attend local community events, visit referral sources (e.g., doctors' offices), and help build awareness of our services.
• Support onboarding and training coordination for new hires in the mental health department.
• Handle general administrative duties such as faxing, mailing, filing SCARs, and tracking client inquiries.
• Take initiative in identifying operational improvements and contributing to the growth of the mental health program.
• Perform other duties as assigned to ensure the success of the program.

• Minimum of a High School Diploma or GED.
• Bilingual (Spanish-speaker) strongly preferred
• Strong professional communication skills.
• 2 years of direct work experience in an administrative office position, case management, intake or Client Care in a behavioral health setting.
• Google Suite experience (Drive, sheets, docs, etc.), Microsoft excel experience.
• An open, friendly, energetic, and flexible attitude is a must!
• Highly organized with attention to detail, and the ability to track and maintain many different tasks.
• Experienced, stable, reliable, proactive team player
• Live locally, and own reliable transportation.
• A compassionate person who likes helping people
• Ability to work independently, and is an effective communicator
• Experience working with individuals with disabilities is a plus, but not required
• Experience in Mental Health preferred, but not required.
• Must be energetic, FUN, and enthusiastic about working with a diverse population of clients.

Why Choose BTS?

At BTS, you'll find a long-term career with mentorship, training, and growth opportunities. We collaborate with compassion and respect individuality, fostering an environment where everyone can thrive and grow.

Pay & Benefits

• Compensation: $20–$24/hour, based on experience.
• 6 paid holidays after one year of employment
• Sick time
• Shadowing opportunities and hands-on mentorship to build confidence
• Medical, dental, and vision insurance (for employees working 30+ hrs/week)
• 401(k) retirement plan, for those who have accrued 1000 hours of service within 12 months.
• Aflac supplemental insurance options (for employees working 30+ hrs/week)
• Life Care Employee Assistance Program: includes free confidential counseling, referrals, and wellness resources
• Life Mart Employee Discount Program: exclusive…