Administrative Assistant

Position Overview We are a single-owner group private practice in psychology seeking a highly organized, detail-oriented Administrative Assistant to support the clinical and operational needs of the practice. This position plays a central role in ensuring smooth day-to-day functioning, including billing, scheduling, bookkeeping support, and light property management responsibilities for office space. The ideal candidate is mature, dependable, discreet, comfortable with financial tasks, and able to balance multiple responsibilities in a professional healthcare environment. Key Responsibilities Administrative & Scheduling ? Manage clinician calendars, client scheduling, and appointment confirmations ? Respond to phone calls, emails, and general inquiries in a professional and compassionate manner ? Maintain accurate client records within the practice management system ? Assist with onboarding paperwork for new clients ? Support overall office organization and workflow Billing & Financial Support ? Process client payments and maintain billing records ? Submit insurance claims and follow up on outstanding claims as needed ? Reconcile payments and handle accounts receivable Bookkeeping Support ? Track expenses and maintain organized financial documentation ? Assist with monthly reconciliation and invoice tracking ? Manage vendor payments and maintain vendor records ? Prepare basic financial reports for the practice owner ? Coordinate with external accountant or bookkeeper as needed ? Prepare monthly tenant invoices and track rent payments Light Property Management ? Assist with rent renewals ? Serve as point of contact for tenant clinicians regarding space-related concerns ? Handle routine maintenance and coordinate repairs with vendors ? Oversee general office upkeep, supplies, and shared spaces Qualifications ? Prior administrative experience required (experience in healthcare or mental health preferred) ? Experience with billing, bookkeeping, or financial administration strongly preferred ? Proficiency with Microsoft Office and/or Google Workspace ? Experience with practice management or electronic health record (EHR) systems preferred ? Strong organizational skills and attention to detail ? Ability to manage confidential information in accordance with HIPAA regulations ? Excellent written and verbal communication skills ? Ability to work independently and prioritize competing demands Preferred Skills ? Experience in insurance billing and reimbursement processes ? Familiarity with QuickBooks or similar bookkeeping software ? Comfort coordinating with multiple stakeholders (clinicians, clients, vendors) ? Strong problem-solving skills and proactive approach to office management Work Environment This position is based in a professional private practice setting that values discretion, warmth, and collaboration. The Administrative Assistant will interact with clinicians, clients, and independent office tenants and should demonstrate professionalism and emotional intelligence in all communications. The Administrative Assistant reports to the practice owner. Compensation & Benefits ? Competitive hourly rate or salary (commensurate with experience) ? 80 hours of paid time off annually (PTO) which can be used for vacation, sick, or personal days. ? Holiday pay for (should they fall on a business day): New Years Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day and Christmas Day. ? Annualcontribution to a retirement account equal to 5% of annual salary ? Supportive and collegial work environment How to Apply Please submit a resume and brief cover letter outlining your relevant experience and interest in working within a psychology private practice setting to .

Created: 2026-03-10