Administrative Assistant

The Administrative Assistant reports to the Director of Counseling Services and works closely with the Finance Director. The Administrative Assistant uses administrative and customer service skills to support the organization's programs and services. The Administrative Assistant is a member of the Counseling Department and may serve other departments as needed. As one of the first people visitors meet, you will play a critical role in shaping the public perception of the organization as Minnesota’s First Autism Resource.

• Front Desk Management: Greeting clients, visitors, and guests, determining their purpose, and directing them to the appropriate person.
• Communication: Answering, screening, and forwarding incoming phone calls, as well as managing general email inquiries.
• Scheduling: Managing calendars and booking appointments on behalf of therapists and management team members.
• Administrative Support: Performing clerical tasks, including filing, photocopying, faxing, and data entry.
• Insurance Verification & Pre-Authorization: Verify patient insurance coverage and secure pre-authorizations before services are rendered.
• Bookkeeping Support: Support the Finance Department in recording and categorizing financial transactions in the accounting system and ensuring all transactions are accurately recorded and coded.
• Data Privacy and Protection: Maintain HIPAA-compliant data security by following specified procedures for the storage, access, and destruction of sensitive materials, including financial information and client medical records.

• Office Security: Open or close the office suite, monitor visitor access, and secure doors and alarms.
• Payment Posting and Collections: Process payments and follow up on outstanding patient balances.
• Patient Inquiries: Respond to patient questions regarding invoices, billing statements, and payment plans.
• Executive Assistance:
• Support the Director of Counseling and Finance Director by:
• Providing administrative support
• Scheduling meetings
• Receiving, sorting, and responding to emails on behalf of others
• Note taking
• Data entry
• Scanning, printing, and preparing documents
• Fielding phone calls
• Invoicing vendors and customers
• Other duties as assigned.

• Education: High school diploma or GED equivalent required.
• E
  xperience: 2+ years of experience in a reception, therapy office, or administrative role.
• Customer Service: Warm, personable, and helpful attitude.
• Communication
  
  Skills:
  
  Strong written and verbal skills for communicating with internal and external stakeholders.
• Computer
  
  Skills:
  
  Excellent Mac computer skills, including Microsoft applications (Word, Excel, Outlook, PowerPoint) and web-based phone and meeting systems (Zoom, Teams).
• Fraud and Waste Prevention: Candidate must not be included in the List of Excluded Individuals/Entities (LEIE) or the Minnesota Excluded Providers List.
• Compliance: Adhere to data privacy and protection laws such as the Health Insurance Portability and Accountability Act (HIPAA).
• Clear Background Screening: Upon receiving an offer for this position, the candidate will undergo a criminal background check because during their employment, they may access financial data or personally identifiable health information and may interact with vulnerable individuals.

• Education: An associate’s degree or comparable experience is strongly preferred.
• Bookkeeping
  
  Experience:
  
  Entry-level bookkeeping experience is highly valued, including using Quick Books Online Plus and training in generally accepted accounting practices (GAAP).
• Shared Values: Neurodiversity-affirming mindset and values, including a commitment to accessibility, diversity, equity, inclusion, and…