Position Description
This full-time, hourly, benefited position serves as the first point of contact for individuals seeking behavioral health services through Catholic Charities Counseling program. The administrative assistant also greets and directs clients of Household Stability and Workforce Development. This position creates a welcoming, compassionate, and professional environment by providing exceptional customer service rooted in the Catholic value of hospitality.

Job type:
Ministerial

Reports to:
Counseling Manager

Position Description
This full-time, hourly, benefited position serves as the first point of contact for individuals seeking behavioral health services through Catholic Charities Counseling program. The administrative assistant also greets and directs clients of Household Stability and Workforce Development. This position creates a welcoming, compassionate, and qualified environment by providing exceptional customer service rooted in the Catholic value of hospitality.

The purpose of Catholic Charities Counseling program is to be Christ’s merciful love to those who suffer by providing professional, compassionate counseling services.

Ministerial

As a ministerial representative of CCEOK, both professional and personal conduct must align with the ethical and moral standards of the Catholic Church

Pray daily for the needs of the poor through personal prayer, daily Mass, and/or adoration

Be willing to learn and apply Catholic teaching in your role

Help foster a shared culture of ministry across program operations and management

Client Reception & Hospitality

Welcome clients, families, visitors, volunteers, and community partners with hospitality, warmth, and professionalism, in a compassionate and trauma-informed environment





Respond professionally to individuals experiencing emotional distress or behavioral health crises while following established safety protocols and engaging appropriate clinical staff

Assist clients in navigating counseling services while maintaining confidentiality and professionalism in all interactions

Prepare and maintain the coffee and beverage station, ensuring supplies are adequately stocked, and the area is clean and orderly

Ensure the lobby, reception area, and public restrooms are tidy, stocked, and presentable

Client Intake, Scheduling & Care Coordination

Coordinate client scheduling, intake appointments, referrals, and therapist calendars to support timely access to behavioral health services

Manage appointment confirmations, cancellations, waitlists, and communication between clients, clinicians, and referral partners.

Insurance Verification & Revenue Cycle Support

Verify insurance eligibility, benefits, authorizations, and financial responsibility prior to services whenever possible

Collect client payments, accurately maintain financial records within the Electronic Health Record (EHR), and support efficient revenue cycle operations

Administrative Operations

Maintain accurate client records, Electronic Health Records (EHR), and administrative documentation in accordance with organizational standards

Support daily front office operations, maintain reception resources, and assist with administrative projects, reports, and operational metrics

Direct Household Stability calls and clients to appropriate team member

Compliance & Quality Assurance





Safeguard Protected Health Information (PHI) by adhering to HIPAA, organizational policies, and regulatory requirements

Identify and promptly report compliance concerns while supporting quality improvement initiatives and administrative best practices

Team Collaboration & Professional Development

Collaborate with clinicians, administrative staff, and leadership to promote operational excellence, coordinated client care, and continuous quality improvement

Participate in staff meetings, trainings, and ongoing professional development while implementing organizational policies and workflow improvements

Complete required training: HIPAA, Virtus, and others as assigned.

Support and collaborate with volunteer receptionists

Create a seamless reception experience across three programs sharing one area

Qualifications & Education

Associate degree or equivalent job experience required

Minimum of 1 year experience required; healthcare or behavioral health experience preferred

Working knowledge of EHR systems, Microsoft Office, multi-payer healthcare networks and portals, and HIPAA preferred

Bilingual English/Spanish required

Strong verbal and written communication skills

Ability to prioritize multiple tasks and manage interruptions.

Ability to remain calm and courteous during difficult or crisis situations

Ability to work independently and as part of a team

Positive attitude and service mind-set

Performance Expectations

Provide exceptional customer service that values hospitality and dignity of the human person

Maintain scheduling, registration, and insurance verification accuracy

Collect client financial responsibility accurately

Maintain HIPAA compliance and confidentiality

Support timely access to behavioral health services

#J-18808-Ljbffr

📌 Administrative Assistant, Bilingual (Spanish/English) – Counseling (Ontario)
🏢 Catholic Charities of Eastern Oklahoma
📍 Ontario