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Part-Time Office Administrative Assistant (Weekends and Evenings)

Part-Time Office Administrative Assistant (Weekends and Evenings)

Opportunities for a Better TomorrowChesterfield, VA, US
17 days ago
Job type
  • Part-time
Job description

Job Description

Job Description

Salary : $15-$19

Job Summary :

TheAdmin / Intake Coordinatoris responsible for supporting the daily administrative and intake operations of the agency. This position ensures a seamless client onboarding process from intake and insurance verification to communication with counselors and clinicians. The ideal candidate is dependable, organized, detail-oriented, and comfortable managing both administrative and client-related tasks in a behavioral health environment.

Key Responsibilities :

Client Intake & Coordination

  • Conduct intake screenings for new clients and ensure all required documents are received.
  • Enter and maintain client data accurately in the electronic health record (EHR) system.
  • Create new client charts and ensure files are properly labeled, organized, and secured.
  • Communicate promptly with counselors, clinicians, and administrative staff regarding new intakes or client updates.
  • Assist with dispatch coordination through theBHL platform, learning to navigate and release dispatches as needed.

Insurance Verification & Authorizations

  • Contact Managed Care Organizations (MCOs) to verify client insurance coverage and obtain authorizations for services.
  • Maintain accurate logs and spreadsheets of insurance verifications, authorizations, and expiration dates.
  • Notify the Operations Manager or clinical team of any authorization issues or changes in coverage.

    • Administrative & Office Support

  • Answer incoming calls and direct them to the appropriate department or staff member.
  • File, organize, and maintain client records and administrative paperwork in accordance with agency and HIPAA standards.
  • Manage and update office spreadsheets and rosters for tracking client intakes, dispatches, and active caseloads.
  • Perform general office duties including photocopying, scanning, and preparing intake packets.
  • Assist with light cleaning and maintaining a tidy, professional office environment (e.g., wiping surfaces, organizing the front desk area, restocking supplies).

    • Team Communication & Support

  • Collaborate closely with clinical and administrative teams to ensure timely coordination of services.
  • Assist in resolving scheduling or documentation issues related to intakes and authorizations.
  • Maintain confidentiality and professionalism in all interactions with clients and staff.

    • Qualifications & Requirements :

  • High School Diploma required; Associates or Bachelors degree in Human Services, Psychology, or a related field preferred.
  • Minimum 1 year of experience in administrative support, healthcare, or behavioral health intake.
  • Strong communication, organizational, and multitasking skills.
  • Proficient in Microsoft Excel, Google Sheets, and EHR systems.
  • Familiarity with behavioral health terminology and insurance / MCO processes preferred.
  • Must be dependable, detail-oriented, and able to work independently.

    • Work Schedule (Part-Time) :

    The Admin / Intake Coordinator position follows a rotating weekly schedule :

    Long Week :

  • MondayThursday : 3 : 00 PM 6 : 00 PM
  • Saturday : 8 : 30 AM 4 : 00 or 5 : 00 PM

    • Short Week :

  • Monday & Wednesday : 4 : 30 PM 7 : 00 PM
  • Friday : 3 : 30 PM 6 : 00 PM
  • Saturday : 8 : 30 AM 4 : 00 PM

    • Note : Schedule may change slightly from week to week, but updates will always be communicated in advance.

    Compensation :

  • Part-Time; hourly rate based on experience
  • Training provided on EHR and BHL systems

    • People with a criminal record are encouraged to apply

    Work Location : Hybrid remote in Chesterfield, VA 23832

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    Office Administrative Assistant • Chesterfield, VA, US