Position DescriptionThis 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:MinisterialReports to:Counseling ManagerPosition DescriptionThis 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.The purpose of Catholic Charities Counseling program is to be Christ's merciful love to those who suffer by providing professional, compassionate counseling services.MinisterialAs a ministerial representative of CCEOK, both professional and personal conduct must align with the ethical and moral standards of the Catholic ChurchPray daily for the needs of the poor through personal prayer, daily Mass, and/or adorationBe willing to learn and apply Catholic teaching in your roleHelp foster a shared culture of ministry across program operations and managementClient Reception & HospitalityWelcome clients, families, visitors, volunteers, and community partners with hospitality, warmth, and professionalism,



in a compassionate and trauma-informed environmentRespond professionally to individuals experiencing emotional distress or behavioral health crises while following established safety protocols and engaging appropriate clinical staffAssist clients in navigating counseling services while maintaining confidentiality and professionalism in all interactionsPrepare and maintain the coffee and beverage station, ensuring supplies are adequately stocked, and the area is clean and orderlyEnsure the lobby, reception area, and public restrooms are tidy, stocked, and presentableClient Intake, Scheduling & Care CoordinationCoordinate client scheduling, intake appointments, referrals, and therapist calendars to support timely access to behavioral health servicesManage appointment confirmations, cancellations, waitlists, and communication between clients, clinicians, and referral partners.Insurance Verification & Revenue Cycle SupportVerify insurance eligibility, benefits, authorizations, and financial responsibility prior to services whenever possibleCollect client payments, accurately maintain financial records within the Electronic Health Record (EHR), and support efficient revenue cycle operationsAdministrative OperationsMaintain accurate client records, Electronic Health Records (EHR), and administrative documentation in accordance with organizational standardsSupport daily front office operations, maintain reception resources, and assist with administrative projects, reports,



and operational metricsDirect Household Stability calls and clients to appropriate team memberCompliance & Quality AssuranceSafeguard Protected Health Information (PHI) by adhering to HIPAA, organizational policies, and regulatory requirementsIdentify and promptly report compliance concerns while supporting quality improvement initiatives and administrative best practicesTeam Collaboration & Professional DevelopmentCollaborate with clinicians, administrative staff, and leadership to promote operational excellence, coordinated client care, and continuous quality improvementParticipate in staff meetings, trainings, and ongoing professional development while implementing organizational policies and workflow improvementsComplete required training: HIPAA, Virtus, and others as assigned.Support and collaborate with volunteer receptionistsCreate a seamless reception experience across three programs sharing one areaQualifications & EducationAssociate degree or equivalent job experience requiredMinimum of 1 year experience required; healthcare or behavioral health experience preferredWorking knowledge of EHR systems, Microsoft Office, multi-payer healthcare networks and portals, and HIPAA preferredBilingual English/Spanish requiredStrong verbal and written communication skillsAbility to prioritize multiple tasks and manage interruptions.Ability to remain calm and courteous during difficult or crisis situationsAbility to work independently and as part of a teamPositive attitude and service mind-setPerformance ExpectationsProvide exceptional customer service that values hospitality and dignity of the human personMaintain scheduling, registration, and insurance verification accuracyCollect client financial responsibility accuratelyMaintain HIPAA compliance and confidentialitySupport timely access to behavioral health services

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