Administrative Assistant

Position Title: Administrative Assistant Program/Dept: Teen and Family Wellness-Palo Alto/Administration Reports to: Administrative Manager Classification: Regular, Full-Time, Non-Exempt Salary Range: $26 + Full Benefits Package About Us: Caminar is a leading behavioral health organization that supports thousands of youths and adults across multiple counties in Northern California and the San Francisco Bay Area. With decades of experience since our founding in 1964, we provide comprehensive mental health and substance use treatment, and wrap-around services, delivered through evidence-based, whole-person care. Caminar's vision is to be a beacon of safety, compassion, and fulfillment, supporting all those in our communities who need it most. Our mission is to build strength and stability through comprehensive mental health and substance use treatment delivered through evidence-based, whole-person care. As demand for youth and family services increases, we are expanding our capacity to provide high-quality outpatient treatment to teens (ages 12–17) and their families, including a self-pay option for timely access to care. Caminar values diversity. People of all races, ethnicities, countries of origin, faiths, abilities, sexual orientations, and gender identities are welcome here. To learn more, please visit www.caminar.org . Position Summary The Administrative Assistant is the first point of contact for families seeking outpatient mental health services for teens (ages 12–17). This position is responsible for performing administrative, front desk, and billing support functions, with an emphasis on self-pay processing, scheduling, and client service. The Administrative Assistant ensures smooth front office operations while supporting clinical staff, communicating directly with parents/guardians regarding scheduling, documentation, and payment responsibilities, and providing excellent customer service to families. Essential Duties & Responsibilities Provide welcoming, professional, and compassionate customer service to teens (ages 12–17) and their families at check-in and over the phone. Answer a multi-line phone system, route calls, and respond to inquiries regarding services, schedules, and payment processes. Manage client flow in the waiting area, notify staff when appointments have arrived, and ensure teens are accompanied by guardians where appropriate. Schedule intake assessments, ongoing therapy appointments, maintaining accuracy in the master calendar. Serve as the main point of contact for parents/guardians regarding scheduling and required intake paperwork. Collect, process, and record self-pay payments (credit card, HAS, FSA) at time of service. Communicate with parents/guardians regarding payment responsibilities, balances, and receipts in a professional and empathetic manner. Maintain accurate records of self-pay transactions, generate receipts, and reconcile daily deposits. Support insurance verification and billing coordination as needed, ensuring correct entry into EHR and billing systems. Assist in resolving payment issues and coordinate with Administrative Support Manager for follow-up on outstanding balances. Administrative Support Perform timely and accurate data entry of client information into electronic health records (EHR), ensuring compliance with HIPAA and 42 CFR Part 2 regulations. Prepare and maintain organized clinical charts and files. Support intake documentation for new clients, including release forms, consent, and payment agreements. Assist with correspondence, copying, faxing, ordering supplies, word processing, and meeting minutes. Participate in department and agency trainings as assigned. Team & Agency Contributions Work collaboratively with admin and clinical staff, supporting operational needs across the outpatient program. Promote an atmosphere of dignity, respect, and teamwork in line with Caminar’s mission and values. Perform other duties, responsibilities, and special projects as assigned. Requirements, Qualifications, Skills & Abilities: Customer Service—manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service. Ability to maintain a high level of confidentiality, a professional demeanor and to represent the organization in a positive manner at all times. Must demonstrate acceptable level of maturity, good judgment, and emotional stability. Oral and written communication—speaks clearly and persuasively in positive or negative situations; Completes formal written communications skillfully and professional