Administrative Assistant – Behavioral Health

Guillaume Counseling Services, P.C.

Portland, Oregon – Hybrid (Primarily In-Person)

Part-Time to Full-Time Opportunity | $20–$25 per Hour

URGENTLY HIRING

Position Overview

Guillaume Counseling Services, P.C. is seeking a highly organized, dependable, and proactive Administrative Assistant to support the daily administrative and operational needs of our outpatient behavioral health practice in Southwest Portland, Oregon, while also providing remote administrative support to our California-based entity, Guillaume Marriage and Family Counseling of California, P.C.

This position supports both front-office and back-office operations, including client services, administrative coordination, scheduling support, billing assistance, bookkeeping, records management, and general office operations.

The ideal candidate is detail-oriented, resourceful, professional, and capable of working independently while managing multiple responsibilities. We are seeking someone who takes initiative, demonstrates sound judgment, follows through on assignments, and enjoys helping a growing organization operate efficiently.

This is an excellent opportunity for an individual interested in developing a long-term career in healthcare administration, with opportunities for professional growth and advancement.

Position Details

Location: Southwest Portland, Oregon
Work Arrangement: Hybrid, primarily in-person, with remote work permitted when authorized
Employment Type: W-2, hourly, part-time with the potential to transition to full-time
Compensation: $20–$25 per hour, depending on qualifications, experience, and performance
Starting Compensation: $20 per hour during the initial 90-day introductory period
Performance Reviews: Approximately 3 months, 6 months, and annually thereafter
Schedule: Monday–Friday, within the organization's operating hours of 8:30 AM–8:30 PM. Occasional Saturday availability may be required.
Hours: Initial part-time hours for training and onboarding, with the opportunity to increase hours based on operational needs and performance

This position requires regular in-person attendance at our Southwest Portland office. It is not a fully remote position.

Key Responsibilities

Front Office and Client Services

Provide professional, courteous, and timely assistance to clients, prospective clients, clinicians, and external partners.
Assist with incoming telephone calls, messages, emails, and client inquiries.
Support appointment scheduling, rescheduling, cancellations, and appointment confirmations.
Assist with client check-in, registration, intake paperwork, and administrative orientation.
Help maintain accurate client demographic, insurance, and contact information.
Assist with verifying insurance eligibility and coordinating intake documentation.
Maintain a welcoming, organized, and professional office environment.

Administrative and Operational Support

Provide day-to-day administrative support to clinical and management teams in Oregon and California.
Maintain electronic files, administrative records, spreadsheets, and internal tracking systems.
Assist with correspondence, document preparation, data entry, scanning, faxing, and records requests.
Coordinate office supplies, equipment, deliveries, mail, and general office needs.
Help maintain office readiness, organization, security, and administrative workflows.
Assist with employee onboarding paperwork, scheduling, and administrative coordination as assigned.
Track assigned projects, deadlines, and follow-up items to ensure timely completion.
Identify administrative problems and assist with developing practical solutions.

Billing, Bookkeeping, and Financial Administration

Provide administrative support for billing and revenue cycle activities.
Assist with insurance eligibility verification, payment tracking, invoices, and billing-related follow-up.
Support routine bookkeeping activities, expense tracking, and financial record organization.
Assist with maintaining accurate records in Xero or other designated accounting systems.
Coordinate documentation and administrative information needed for billing, accounting, and operational reporting.
Help monitor outstanding administrative tasks related to claims, payments, and client accounts.

This position provides administrative support and does not independently perform clinical services or make clinical decisions.

Communication and Cross-State Coordination

Communicate effectively with employees, clinicians, supervisors, clients, and external partners.
Support administrative activities for both Oregon and California operations.
Coordinate information between offices while following established procedures.
Maintain confidentiality and protect sensitive employee, client, and business information.
Use approved communication platforms, electronic health records, and office technology.
Demonstrate professionalism, accountability, and timely follow-through.

Minimum Qualifications

High school diploma or equivalent required; associate degree or higher preferred.
At least one year of experience in administrative support, healthcare administration, behavioral health, medical office operations, or a related customer-service environment.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Proficiency with computers, email, document management, and common office applications.
Ability to manage multiple priorities, meet deadlines, and work independently.
Professional telephone etiquette and strong customer-service skills.
Ability to maintain confidentiality and handle sensitive information appropriately.
Reliable transportation and the ability to report to the Portland office as scheduled.
Willingness to learn new systems, follow established procedures, and adapt to changing operational needs.

Preferred Qualifications

Previous experience in behavioral health, mental health, or outpatient healthcare administration.
Experience with electronic health records, particularly TherapyNotes.
Familiarity with medical insurance, eligibility verification, billing, and client account administration.
Experience with Xero, bookkeeping, invoicing, or expense tracking.
Experience supporting human resources, employee onboarding, or office operations.
Bilingual proficiency in English and Spanish or English and Haitian Creole.
Experience supporting multiple locations, departments, or remote teams.

Compensation and Benefits

Competitive hourly compensation of $20–$25, based on qualifications, experience, and performance.
Paid training and onboarding.
Paid sick leave in accordance with Oregon law and company policy.
Flexible scheduling based on operational needs.
Flexible unpaid time off in accordance with company policy.
OregonSaves and retirement plan opportunities, subject to eligibility.
Medical, dental, and vision benefits for eligible full-time employees, subject to plan availability and eligibility requirements.
Opportunities for professional development, increased responsibilities, and advancement into other administrative positions.
Supportive, collaborative outpatient behavioral health work environment.

Professional Expectations

We are looking for an employee who is dependable, motivated, and committed to providing excellent administrative support.

The successful candidate must demonstrate initiative, professionalism, accountability, and the ability to complete assigned responsibilities with minimal supervision after appropriate training.

Because this position supports two growing healthcare organizations, flexibility, strong communication, and a willingness to assist wherever needed are essential.

How to Apply

Interested applicants must submit:

A current resume outlining relevant education, work experience, and qualifications.
A cover letter explaining their interest in the position, relevant administrative experience, and why they would be a strong fit for our organization.

Applications without both a resume and cover letter may not receive full consideration.

Guillaume Counseling Services, P.C. is an Equal Opportunity Employer. We are committed to maintaining a respectful, inclusive, and professional workplace and welcome qualified applicants from diverse backgrounds.

Guillaume Counseling Services, P.C.