Centralized Administrative Assistant

WellPower envisions a community where every person’s mental health is fostered through strength, resilience and hope. We empower people to overcome barriers and achieve lasting well-being through collaborative behavioral health care and comprehensive support. 

Our Guiding Principles:

• Person Centered. We honor people’s identities, lived experience and journeys and treat every person with the dignity we all deserve.  
• Exceptional Care. We offer compassionate, innovative services that meet people where they are, from immediate support to long-term recovery.
• Integrity. We operate from a deep foundation of ethical, accountable practices in all we do.
• Organizational Resilience. We meet the moment and adapt to changing contexts with collaborative creativity, agile business processes, and financial stewardship.

Position Summary: 

Provide courteous and professional customer service to the people we serve, staff, and visitors. Provide front and back office clerical services including but not limited to:  maintaining schedules, providing admissions support, check-in consumers, insurance verification, assisting consumers with insurance and eligibility based questions, answer phones, outreaching consumers for check-ins and/or insurance verification, answer emails, maintain documents and spreadsheets, track data, mail distribution, records maintenance, and general administrative support to all teams at a site.  Assist staff, managers, and/or other supervisors as assigned.

Compensation & Benefits:

• $27.79/hr OR $57,803.20/year 
• For complete overview of our robust Benefits: https://wellpower.org/workplace-of-choice/ 

The posted range represents the full hiring range. Offers will not exceed this range, the majority of candidates are placed near the midpoint based on experience and qualifications. 

Job Duties & Functions: 

• Serve as the first point of contact for consumers, creating a welcoming and trauma-informed environment
• Ensure front desk and lobby are aesthetically pleasing, safe, and friendly for all guests.
• Receive and screen clinic telephone communications ensuring callers are directed to the appropriate destination in a timely fashion
• Apply situational awareness and appropriate techniques to handle situations before they escalate
• Maintain online calendars, monitor and respond to multiple Microsoft Teams Channels, and fulfill email requests from staff and external agencies
• Manage daily operations of the front desk including accurate scheduling, confirming appointments, checking in people we serve, verifying demographics, insurance verification/eligibility, collecting payments/copays, and other administrative tasks
• Maintain accurate records of insurance verification, eligibility confirmations and co-pays collected
• Maintain each consumer’s HIPAA rights, and other protections of confidentiality and privacy
• Organize, compose, and produce letters, memoranda, reports, and other documents, ensuring grammar, spelling, and punctuation are correct. Compose routine correspondence.  Generate and submit necessary reports.
• Maintain appropriate boundaries that avoid creating dual relationships.
• Update training documents and assist with on-site training and shadowing for new Administrative Assistants.
• Replace toner and paper in equipment. Copy/scan/fax information as required.
• Sort and distribute incoming mail and prepare outgoing mail.
• Arrange transportation authorizations and transportation for dependent clients.
• Attend meetings as assigned.
• Read, understand, and excel in procedures for maintaining consistent standards of the paper and electronic medical record (EMR), which is outlined in the HISM manual and in any updates.
• Complete requests for information from both clinical and administrative staff.
• Follow organizational and departmental procedures, rules and guidelines.
• Execute all benchmarks and deliverables assigned.
• Assist multiple front desks to best fit building needs and provide administrative support to entire staff at a site.
• Provide break and lunch coverage to other administrative staff as needed.
• In Front Office Managers absence, provide for coordination of clinic needs and program. Perform a variety of administrative duties to ensure smooth running of the clinic.
• Maintain attendance with minimal callouts and tardiness.
• Perform other duties and projects as assigned.

Requirements & Qualifications: 

EDUCATION: High School Diploma or equivalent

• EXPERIENCE REQUIREMENTS: A minimum of two years’ experience as a(n): Administrative Assistant, Patient Service Representative, Insurance Coordinator plus the ability to type 60 wpm are required. Work experience at a health clinic or mental health organization is preferred.

Or

• EDUCATION: Bachelor’s degree
• EXPERIENCE REQUIREMENTS: a minimum of 2 years working as a mental health clinician and the ability to type 60 wpm required.

Work Location: This is a hybrid opportunity open to folks residing in the Greater Denver Metro area.

Shift/Hours: This is a Monday-Friday opportunity observing standard business hours

Physical Requirements:  Ability to sit, stand, bend and reach, operate standard office equipment such as phone, computer, facsimile, copier/printer/scanner, and other business machines.  Occasional lifting up to 30 lbs. The working conditions for this role typically involve a primarily office-based environment with a focus on desk work, including prolonged periods of sitting and using computers. The role requires some flexibility in physical movement, such as occasional standing, crouching, and bending, especially when accessing files or equipment.

Applications will be reviewed on an ongoing basis.

Learn more about WellPower:

WellPower is committed to fair and equitable hiring with salaries based on relevant factors, such as work experience, education, and certification/licensure (rather than wage history). Toward the principle of equal pay for equal work, we post and hire within defined hiring salary ranges. We ask all applicants to carefully review the hiring salary range for each posted job opportunity, as we will not hire outside the predetermined range. 

WellPower is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment, transfer, or promotion opportunities without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. 

For a complete overview of our robust benefits, visit: https://wellpower.org/workplace-of-choice