Administrative & Billing Assistant

Position SummaryThe Administrative & Billing Assistant provides front-line administrative support and assists with daily behavioral health billing operations to ensure efficient clinic workflows, positive client experiences, and accurate financial processes. This role supports providers, clients, leadership, and the billing department through scheduling coordination, phone coverage, insurance verification, claims support, and general administrative tasks. The ideal candidate is organized, detail-oriented, compassionate, and able to manage multiple responsibilities in a fast-paced mental health environment.Essential ResponsibilitiesAdministrative SupportProvide consistent daytime phone coverage and respond professionally to incoming calls, client inquiries, and provider needsSupport scheduling, calendar management, appointment coordination, and timely schedule updates for providers and leadershipAssist with intake coordination, rescheduling, cancellations, and general client communicationProvide temporary operational coverage during staff absences, including maternity leave coverage and other administrative gapsAssist with evening administrative phone coverage as needed to maintain adequate client and provider supportServe as backup support for prior authorizations and client re-engagement efforts when primary staff are unavailableMaintain accurate client demographic and insurance information within the EHR systemSupport administrative documentation, reporting, scanning, filing, and data entry tasksAssist leadership and clinical teams with operational and administrative projects as assignedBilling & Insurance Support Assist with submitting, tracking, and monitoring insurance claims for mental health servicesVerify insurance eligibility, benefits, and authorization requirements prior to servicesFollow up on unpaid, denied, or outstanding insurance claims with payersContact clients regarding outstanding balances and payment arrangements in a professional, compassionate, and confidential mannerPost payments, reconcile accounts, and maintain accurate billing and financial recordsSupport accounts receivable and collections processesAnswer client billing questions and appropriately route concerns when neededAssist with preparing billing reports and related administrative documentationEnsure compliance with HIPAA, confidentiality standards, and organizational policiesQualifications High school diploma or equivalent required; associate degree preferredPrevious administrative, medical office, behavioral health, or billing experience preferredKnowledge of insurance verification, medical billing, claims processing, or behavioral health billing preferredStrong organizational skills and attention to detailExcellent customer service and communication skillsAbility to multitask, prioritize responsibilities, and work independentlyProficiency with EHR systems, Microsoft Office, Google Workspace, and general office technologyAbility to maintain professionalism and confidentiality in sensitive situationsPreferred Skills & Characteristics Experience working in a mental health or healthcare settingStrong problem-solving and follow-through skillsCompassionate and client-centered communication styleAbility to adapt to changing operational needs and provide cross-functional supportReliable, proactive, and team-oriented mindsetBenefits Eligible employees are offered a comprehensive benefits package designed to support work-life balance, wellness, and long-term financial planning. Paid Time Off (Available After First 90 Days of Employment) 40 hours of Sick PTO annually (frontloaded after successful completion of the first 90 days)80 hours of Vacation PTO annually (begins accruing after successful completion of the first 90 days)Floating HolidayBirthday PTO DayInsurance Benefits (Available After First 90 Days of Employment) Medical InsuranceDental InsuranceVision InsuranceAflac Supplemental Insurance OptionsRetirement Benefits 401(k) Retirement Plan available after 1 year of employment Aspire Wellness Center values employee wellbeing and strives to provide benefits that support both personal and professional growth. Equal Opportunity Employer Aspire Wellness Center is an Equal Opportunity Employer and is committed to creating an inclusive and supportive workplace for all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other protected characteristic in accordance with applicable federal, state, and local laws. We value diversity and believe that a collaborative, respectful, and inclusive environment strengthens our team and enhances the care we provide to our clients and community.