Clinic Administrative Assistant

Ignite Counseling Colorado provides accessibility to expert mental health care with specialized treatment for OCD, Trauma and Addictions concerns. We have talented therapists at a variety of price points, group and workshop offerings into the community, Opportunity to master's students for a meaningful clinic internship experience and expertise in helping other mental health therapists grow their businesses. Schedule: Monday through Friday, up to 20 hours per week. Compensation: $20 per hour. Must be comfortable commuting to the following office locations: Westminster 8670 Wolff Court Suite 290, Westminster CO 80031 Longmont 825 Delaware Ave #206, Longmont, CO 80501 Denver 4380 S Syracuse St, Unit 320, Denver, CO 80237 JOB DESCRIPTION SUMMARY The Admin Assistant will work directly under the Client Care Specialist & Clinic Administrator to ensure that essential administrative and operational tasks are completed accurately and on time. This person will manage a variety of responsibilities including office maintenance coordination, scheduling support, client intake assistance, document management, and administrative task execution. The Admin Assistant will serve as a reliable operational backbone, handling both routine tasks and special projects that contribute to the overall efficiency of the practice. SPECIFIC DUTIES Office Operations & Maintenance Coordinate with landlord and service providers regarding office maintenance, repairs, and facility issues Prepare and maintain meeting spaces including printing materials, setting up rooms, and conducting technology checks Manage office supply ordering and inventory using established purchasing guidelines Check and process office mail daily, including payment processing and scanning documents for distribution Handle local errands and on-site administrative tasks as assigned Troubleshoot and coordinate resolution of office technology issues including internet and power connectivity Client Intake & Care Support Serve as back support to Client Care Specialist and Office Administrator for: Scheduling across the Ignite family of businesses under direction of leadership Maintain office usage and room scheduling calendars Assist with scheduling coordination for leadership meetings and appointments Assist with screening and scheduling information for group therapy enrollment Help coordinate group therapy enrollment processes including client communication and document preparation Support intake call management under supervision of Client Care Specialist Assist with insurance verifications and benefits checking as trained Respond to client inquiries and provide basic practice information as directed Pull outage backup client roster and maintain client contact information as needed Administrative & Document Management Process sliding scale applications and update client accounts with verification information Create and send Good Faith Estimates to self-pay clients as directed Assist with medical records requests and document scanning Maintain organized filing and document management systems Stay highly organized with strong attention to detail in prioritizing multiple projects independently General Administrative Duties Perform other duties assigned by Client Care Specialist & Clinic Administrator or leadership as needed Handle professional communication with colleagues, team members, and community partners Provide support on special projects and initiatives Take initiative in identifying process improvements and operational efficiencies Support billing and administrative coordination tasks as trained Required Qualifications and Skills Skilled in working independently and implementing effective time management strategies Aligned with Ignite Counseling Colorado mission, vision, and values Previous experience in an administrative or office management role, preferably in a healthcare setting Knowledge of Ignite Counseling Colorado client experience goals and commitment to client satisfaction Must be punctual and reliable in reporting to work Reliable transportation and ability to commute to Ignite’s offices in Colorado Highly organized and detail-oriented with ability to manage multiple priorities Be a team player with strong ability to work independently on assigned tasks Have strong written and verbal communication skills and solid interpersonal skills Social justice oriented and committed to practicing anti-racism work Creative, engaged in doing good work, and excited by furthering our mission to increase accessibility to quality mental health services Ability to take direct and constructive feedback and implement improvements Ability to work with confidential information and maintain HIPAA compliance Willingness to learn new software systems and practice management tools Problem-solving mindset with flexibility to adapt to changing priorities Mindfully Behavioral Health is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and internship. Mindfully Behavioral Health makes hiring decisions based solely on qualifications, merit, and business needs at the time. Furthermore, the Company will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship.