Job Description

Job Description

Job Description

Description:

Fulfill your purpose at CLM:

Center for Life Management (CLM) provides the area's most comprehensive array of outpatient mental healthcare. We offer innovative and evidence-based mental health services that enhance the health and well-being of individuals and families. We pride ourselves on delivering a high level of customer service and are always looking for team members who share this commitment and passion. Our office team members are at the heart of what we do, and we're looking for individuals who can contribute to our culture of excellence by providing outstanding service to our customers.

The Administrative Support Staff plays a vital role in ensuring the smooth operation of daily office functions at CLM. This position provides comprehensive administrative support by engaging clients and visitors, managing payment processing, maintaining accurate documentation, coordinating appointments and meetings, and ensuring efficient office operations. The specialist collaborates across departments to support client care, upholds strict confidentiality, and represents CLM with professionalism. This role is essential in fostering a welcoming, organized, and client-centered environment, contributing to the overall effectiveness and success of the organization.

This position is a full-time, 40-hour per week role. The schedule does not follow a fixed pattern and requires flexibility to cover operational needs. Hours of work may be scheduled between:

• Monday – Thursday: 8:00 a.m. – 8:00 p.m.
  
• Friday: 8:00 a.m. – 5:00 p.m.
  
• Saturday: 8:00 a.m. – 4:15 p.m.
  

Schedules are designed to fill coverage gaps and will be provided 1–2 weeks in advance. Candidates must be willing and able to adjust their schedule as needed within these hours of operation.

Major Functional Areas and Description of Duties

• Engage clients and visitors during check in and check out process.
• Collect co-payments, outstanding balances, authorizations and signatures on needed forms ensuring all receivables are appropriately collected and documented.
• Scan in and appropriately label paperwork into electronic medical record.
• Answer phones professionally and direct calls to appropriate staff.
• Provide administrative support via centralized scheduling practices by setting up appointments immediately following a session and/or outreach after a missed appointment occurs.
• Coordinate staff calendars, set up video conference meetings, and assign treatment rooms as needed.
• Stock office supplies, equipment, and other materials to be readily available for use by all.
• Promptly communicate concerns, questions, and/or important information with appropriate Manager, clinical supervisor, administrative team member, clinical and/or medical staff.
• Provide timely documentation in for continuity of client care.
• Support the efforts of each department in ensuring a wrap-around systems approach is provided to the client.
• Perform functions professionally and in a manner that protects the integrity and confidentiality of clients and staff.
• Actively engage in appropriate team meetings and committees as requested by supervisor.
• Represent CLM in a professional and appropriate manner in all settings.
• Perform all other duties as assigned by supervisor.

Physical Demands and Working Conditions

The majority of the work takes place in an office setting. Manual dexterity is needed to use computers and standard office equipment. Reliable transportation is required for travel to/from office locations. The ability to sit for extended periods of time is required.

Benefits

At Center for Life Management, we offer a robust benefits package because caring for our staff is just as important as caring for our clients. Benefits for benefits eligible employees include:

• Comprehensive health insurance (medical, dental, vision)
• Health Reimbursement Arrangement
• Flexible Spending Account
• Paid earned time (3 weeks in year one, caps at 6 weeks)
• Paid holidays (8) with bonus birthday holiday in your birth month
• 403(b) Retirement Savings Plan with 3% company contribution upon 1 year of employment
• Life Insurance paid by company
• Short- and Long-Term Disability paid by company
• Accidental Death and Dismemberment Insurance paid by company
• Employee Assistance Program (EAP), accessible to staff and their natural supports
• Company issued cell phone and laptop as needed for role
• Scholarship for professional advancement
• Mileage reimbursement for applicable positions
• On the job training and continuing education opportunities
• Rewarding and supportive work environment with excellent opportunities for career growth
• Meaningful relationships with your co-workers and the individuals we serve
• Flexible work schedule
• Teamwork, teamwork and more teamwork!

Join CLM and make your career dreams a reality!

#CLMLP1

• High school diploma or equivalent required.
• Previous experience as an administrative assistant in a healthcare setting preferred.
• Strong communication, interpersonal, and customer service skills required to interact with clients, families, staff and visitors in a professional manner.
• Ability to work in a fast-paced environment with strong organizational skills, ability to problem solve, multi-task, and manage competing tasks while attending to details and adhering to deadlines.
• Ability to maintain composure and exercise sound judgment in routine, urgent, and emergent administrative tasks.
• Proficient computer skills and knowledge of Microsoft office applications with emphasis on Word, Excel, Outlook and TEAMS.
• Ability and desire to work as part of a team while also able to be self-directed and motivated with minimal supervision.
• Flexibility to adapt schedule and fill in as needed.
• Ability to acquire and effectively execute new skills as needed according to evolving department needs.

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