Office Administrator for a Mental Health Group Practice

Twin Lakes Counseling Job OpportunityTwin Lakes Counseling is an insurance-based group psychotherapy practice in Federal Way, Washington. We are dedicated to making transformative mental health counseling and family therapy accessible to our community. We are looking for a fun, personable, and highly skilled communicator to work 40-hours per week in our comfortable Federal Way office. Dependability, professionalism and excellent customer service skills are extremely important. Primary responsibilities include maintaining an organized and well-stocked office space, handling new client inquiries, implementing office safety policies, and assisting our team with administrative tasks. This is a full-time, fixed schedule position. This integral role is rewarding and you get to help the community! Main ResponsibilitiesOffice ManagementLive answering of the office phone during work hours In collaboration with our Building Manager and under the guidance of the Practice Manager, care for and keep our 6-office space fully stocked Order office supplies, print and hang notices, and keep supplies organized Maintain schedule of when admin and clinical staff are in the office Organize playroom and maintain "play therapy baskets" in each of the non-playroom offices Onboarding & Supporting on-site clinicians Be the go-to person for staff management around office related issues (like reminders about where to park, etc.) Facilitate our library and art supplies check out system Support management of office social media as neededOnboarding and supporting on-site cliniciansConduct Office tours and Orientations to train newly hired staff members on in-office policies, security measures, and emergency plan Manage codes within security system, entry codes, and tech cabinet Greet walk-in clients and provide information regarding safety measures, clinician contact information, and how to get on the waitlist for an appointment Order, distribute, and display business cards for new clinicians, upon promotion, and as needed for the office Obtain and display up to date copies of clinician licenses Provide backup and support for Psych Services, particularly for scheduling and in-person intakes Help facilitate on site trainings, Lunch & Learns, and staff celebrations (i.e. setting up tables/chairs, ordering food, communicating to staff about events)Communication with Clients & ColleaguesRespond to new and potential clients via email and phone Maintain an accurate log of all client phone and email contact Forward incoming messages to the appropriate parties Process physical mailOther dutiesAttend in-person and online job fairs, as-needed Help Clinical Director and Practice Manager plan, advertise, and execute quarterly staff events Accurately document all client contact accurately and thoroughly in our Electronic Health Records (EHR) system Sends faxes as requested by clinicians, supervisors, Clinical Director, and Owner Print and mail documents as requested Perform other tasks as requested Stay incredibly well organized, despite multiple sources of informationThe ideal candidate will be: Extremely professional and good at customer care Work well within an established structure/workflow/process Personable, friendly, and outgoing Able to communicate clearly (written/verbal) Very comfortable with technology Good at managing their time and multiple tasks/projects Coachable & willing to learn Able to manage confidential information, preferably with experience with HIPAA A confident problem solver A motivated self-starter Willing to treat our clients and clinicians as VIPs Benefits of the position: Generous time off policy: 2 weeks sick time, 3 weeks off for vacation, 2 floating holidays, 3 company holidays Paid sick time (approx 2 weeks per year) Paid vacation time (approx 2 weeks per year) Retirement account with 3% company matching program An Educational Assistance Plan (EAP) through which we help you pay off your student loans tax-free Excellent group health insurance benefits with premium fully paid by the company (for full-time employees) Supportive team environment Comfortable office space Job Requirements: Fully in-person: Able to work 8 hours per day, 5 days per week, Monday through Friday, in our beautiful Federal Way office Comfortable with technology, including online meetings, spreadsheets, online scheduling system, and Electronic Health Records (EHR) documentation & management Minimum high school diploma, required Positive references from at least three sources Bonus Points if you have: Medical office experience An associates degree or higher Knowledge of psychology/counseling or prior work in the mental health industry Knowledge of the Federal Way community (or one of the surrounding areas) Bi-lingual Please Note: To enhance equitable hiring practices, all qualified candidates will be sent a series of assessments by our partner, CriteriaSelect, to determine initial fit and aptitude for the position. These assessments are important to our process and may take between 25 - 30 minutes. If you have not received these assessments within a week of applying, please check your spam folder and/or contact hr@twinlakescounseling.com. We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.