Benefits:

Paid time off

Training & development

Job Summary

The Administrative Assistant serves as the first point of contact for Lifeskills Counseling Services and plays an essential role in supporting the daily operations of the clinic. This position requires consistent full-time availability and involves frequent interaction with clients, clinicians, and administrative leadership. This position requires the ability to manage multiple administrative tasks simultaneously in a fast-paced, client-facing mental health outpatient setting while maintaining professionalism, discretion, and attention to detail.

Responsibilities

Client Communication & Front Desk Operations

Service as the primary point of contact for incoming client inquiries by phone and electronic communication

Provide coverage for high-volume phone lines, including answering calls, taking messages, scheduling appointments, and directing inquiries to appropriate staff

Respond to general questions regarding services, scheduling, and administrative procedures

Client Registration & Intake Coordination

Coordinate the intake process for new clients, including responding to inquiries, identifying appropriate appointment options, and facilitating timely scheduling for services.

Admit clients into the EHR system and maintain accurate client records to support clinical documentation and service delivery

Support follow-up communication with individuals on waiting lists to confirm interest in services and assist with scheduling

Insurance & Financial Administrative Support

Utilize the EHR system to review insurance eligibility

Maintain and update internal administrative records related to client financial information

Communicate general billing information, balances, and payment expectations to client, when applicable

Operational & Administrative Support

Coordinate with other administrative staff to manage front desk responsibilities and ensure efficient workflow

Assist with appointment check-in and check-out process and support ongoing scheduling coordination for clients

Maintain an organized and professional office environment, including monitoring office supplies and administrative materials

Assist with additional administrative tasks and operational support as assigned

Qualifications

High school diploma/GED required. Associate’s degree or administrative training is preferred

Fluent in both English and Spanish (spoken and written) with the ability to communicate professionally with clients and staff in both languages

1-2 years of administrative or reception experience in a medical, mental health, or healthcare setting preferred

Excellent computer skills and knowledge of Google Workspace & Mac OS operating systems

Strong organizational skills, attention to detail, and ability to manage multiple responsibilities simultaneously

Ability to work onsite at both clinic locations in Bushwick, Brooklyn and Woodside, Queens based on operational needs

Work Schedule:

This is an in-person full-time position requiring approximately 35-40 hours per week and consistent availability during clinic operating hours. The clinic’s primary administrative coverage needs include weekday afternoons and regular weekend availability to support client scheduling and clinic operations.