Office Assistant

Job Summary

We are seeking a warm, detail\-oriented, and proactive Office Assistant to join our outpatient mental health practice. You will be the face and voice of our clinic, ensuring that our clients feel supported from their first phone call. This role combines traditional front\-desk hospitality with essential backend administrative support to keep our practice running smoothly.

Key Responsibilities

1\. Communication \& Client Experience

• Manage communications including phone calls, emails, and text messages.
• Provide exceptional customer service, greeting clients with warmth and maintaining a calm, welcoming environment.
• Screen new client inquiries and assist with scheduling/rescheduling appointments.

2\. Financial \& Data Management

• Update ledgers and maintain accurate records of client payments and outstanding balances.
• Assist with insurance question and preauthorizations.
• Assist with basic billing tasks and verifying insurance information as needed.
• Ensure all filing (digital and physical) is organized, up\-to\-date, and compliant with privacy regulations.
• Maintain HIPAA privacy for clients.

3\. Office Stewardship \& Special Projects

• Perform light cleaning to ensure the office is tidy, organized and professional.
• Maintain office supplies and inventory.
• Collaborate on various business projects, such as updating marketing materials, coordinating outreach, or improving office workflows.

Requirements

• Computer literacy with proficiency in Microsoft Office Suite (Word, Excel), Google Workspace, and data entry skills
• Excellent phone, text and email etiquette
• Exceptional organizational skills with the ability to prioritize tasks efficiently and manage time effectively
• Knowledge of medical or mental health receptionist duties is a plus but not required; admin assistant experience is also beneficial.
• Ability to handle sensitive information discreetly while maintaining professionalism and HIPAA compliance at all times.

Schedule: Must be able to work:

Monday 9:00 AM \- 3:00 PM. Tuesday 10:00 AM \- 6:30 PM. Wednesday 9:00 AM \- 3:00 PM. Thursday 12:00 PM – 8:30 PM. Off Friday, Saturday and Sunday

Work Location: In person

Pay: $15\.00 \- $18\.00 per hour

Application Question(s):

• Do you have experience with Microsoft Office and Google Suites?
• Can you work this schedule: Monday 9:00 AM \- 3:00 PM. Tuesday 10:00 AM \- 6:30 PM. Wednesday 9:00 AM \- 3:00 PM. Thursday 12:00 PM – 8:30 PM.

Education:

• High school or equivalent (Required)

Ability to Commute:

• Layton, UT 84041 (Required)

Work Location: In person