Administrative Assistant

Position Overview
Pittington Counseling Services is seeking a detail-oriented, organized, and compassionate Administrative Assistant to support the daily operations of our outpatient mental-health practice. This role is essential to ensuring smooth workflow, exceptional client experiences, and efficient administrative processes across the office.

Key Responsibilities

Greet clients, answer phones, and provide warm, professional customer service.

Manage appointment scheduling, cancellations, and waitlists using our electronic systems.

Support clinicians with administrative needs, including forms, documentation, and reminders.

Process intake paperwork, verify insurance benefits, and assist clients with questions related to billing or scheduling.

Maintain office organization, cleanliness, and supply inventory.

Handle incoming/outgoing mail, faxes, and electronic communications.

Assist with data entry, scanning, uploading documents, and managing patient charts in the EMR.

Ensure compliance with HIPAA and confidentiality standards at all times.

Support the Director of Operations with special projects, reporting, and workflow improvements.

Collaborate with the administrative and billing teams to streamline processes and enhance the client experience.

Qualifications

Prior experience in a healthcare, counseling, or high-volume customer service setting preferred.

Strong communication and interpersonal skills with a calm, empathetic demeanor.

Excellent organizational skills and the ability to multitask in a fast-paced environment.

Proficiency with computers, scheduling systems, and EMR/EHR platforms (TherapyNotes experience a plus).

Ability to maintain strict confidentiality and follow HIPAA guidelines.

Reliable, punctual, and able to work both independently and as part of a team.

Work Environment
This position involves daily interaction with clients, clinicians, and staff in a supportive, mission-driven practice focused on helping individuals and families build healthier lives. Professionalism, warmth, and discretion are essential.