Administrative Assistant ON CALL

BRIDGES TO CHANGE INC•Oregon City, OR

3d•Onsite

About The Position

The part-time, on call Administrative Assistant serves as on-call administrative and front desk coverage to maintain continuity of office operations during scheduled or unscheduled absences of regular reception staff. This role serves as the first point of contact for program participants, visitors, and callers, managing reception activities with professionalism and discretion while supporting the administrative needs of the organization. Responsibilities include answering and routing incoming calls, greeting and assisting treatment participants and visitors, managing mail and deliveries, coordinating conference room scheduling, supporting intake coordination and scheduling, insurance verification and a variety of clerical and administrative tasks. The Administrative Assistant plays a key role in maintaining an organized, welcoming, and efficient office environment and supporting effective communication across the organization. This role requires flexibility, including the ability to respond to on-call coverage needs and accept shifts on short notice.

Requirements

State ORCHARDS BCU background check clearance, required
Prior experience with administrative and clerical duties, required
Computer literacy; proficient ability with Microsoft applications including Excel, required
Ability to manage and safeguard sensitive client information, including medical records and billing data, in compliance with privacy, confidentiality, and security requirements
Exceptional written and verbal communication skills, with the ability to convey complex information clearly, professionally, and appropriately for diverse audiences
Excellent organizational and time-management skills, with the ability to manage multiple priorities, adapt to shifting needs, and perform effectively in a fast-paced environment
Demonstrated ability to establish and maintain clear professional boundaries while holding participants and staff accountable with compassion and consistency
Strong communication, trauma-informed engagement, and conflict resolution skills, with the ability to navigate emotionally charged or complex situations
Ability to remain calm, regulated, and exercise sound judgment in high-stress or crisis situations
Demonstrated success working effectively with individuals from diverse backgrounds and contributing to an inclusive, respectful, and culturally responsive workplace environment
Ability to communicate professionally and empathetically with staff, applicants, vendors, and regulatory partners while providing high-quality customer service
The employee must be able to lift, push, pull, and move files, office supplies, and equipment up to 15 pounds.

Nice To Haves

Prior experience in a behavioral health or healthcare setting, including direct interaction with treatment participants, strongly preferred
Spanish bilingual, strongly preferred

Responsibilities

Provide front desk and intake coverage during assigned or on-call shifts, including greeting and assisting visitors and program participants, answering and routing calls, and supporting a welcoming office environment.
Perform intake coordination duties, including scheduling appointments, conducting reminder calls, verifying insurance eligibility, and ensuring required intake information and documentation are completed accurately and timely.
Provide primary data entry and administrative support for business office functions, including MOTS, health records requests, and provider credentialing.
Enter, update, and maintain accurate client demographic, insurance, and contact information within the Electronic Health Record (EHR) system.
Access insurance payer portals to verify eligibility, document verification outcomes, and communicate coverage information to relevant staff.
Maintain and manage provider schedules within EHR to support efficient and accurate service delivery.
Document client inquiries, phone calls, insurance verification, and intake-related activities in the EHR in accordance with documentation standards.
Perform general clerical and administrative duties, including photocopying, filing, faxing, scanning, and records management.
Collaborate and communicate effectively with clinical staff, community partners, and internal teams regarding participant scheduling, intake status, and administrative needs.
Provide a high level of professional service and values-based hospitality while safeguarding participant privacy and maintaining an atmosphere of dignity, safety, and trust.
Adhere to organizational policies and procedures, confidentiality regulations, and all applicable federal and state behavioral health standards.