Administrative Asst./Intake Coordinator

At Gomez Counseling and Consulting Services Trauma Healing and Recovery Center our goal is to help with trauma healing and resolution. The person hired for this position is one of the first people clients may come into contact with and therefore requires someone who can not only be an impeccable Admin assistant but also can be empathic, open and understanding to the goal of our work with clients. Can be aware that clients who are seeking our services may have exhausted many forms of therapy and because our specialization is Complex trauma resolution, they are seeking our expertise and caring help in this journey. The person hired for this position must know they are on a very special journey along with the rest of the clinical trauma healing team.

Minimum Experience/Requirements: Preferred Minimum AA Degree in Business Office Technology/Office Management. Training and well versed in current PC computer business applications (i.e., Windows/Microsoft 10 or above, to include Word, Excel, and Publisher, Outlook, Access, PowerPoint, etc.).Have at least three years’ experience in medical and/or mental health office administrative duties.Must be well organized, able to multitask, be meticulous and willing to learn and accept feedback.Spanish speaking and other languages a plus.

Duties & Responsibilities

Responsible for the overall coordination and organization of the office of Gomez Counseling & Consulting Services Trauma Healing and Recovery Center located at 5959 West Loop South, Ste. 430 Houston, TX 77401, to include as follows: This position reports directly to the President/CEO of GCCS.This is a daily onsite position.This could include presence at offsite conferences and trainings where GCCS staff are needing to be present.

•Work closely with President/CEO and assisting in managing and maintaining GCCS calendar and SEI calendar. This includes scheduling appointments, trainings and other events.

•Answer calls to GGCS and provide empathetic listening skills while keep conversations to objective importance.

•Determine if client is appropriate for services or needs a follow up call from the Clinical team

•Utilize Simple Practice platform to schedule and send client’s documents as well as maintain communications via chart notes and client files.

•Create and manage client paper files. This includes setting up new client’s files and auditing for needed information and staff signatures and reviews.

•Generate superbills monthly as needed

•Maintain social media updates and postings. Specifically working Knowledge in Constant contact, Instagram and LinkedIn

•Be able to multitask with the multiple facets of GCCS and be well organized in their tasks

•Ability to communicate questions and ideas as well as receive feedback

•Ability to be nonjudgmental and respectful of all client’s situation.

•Have self -awareness to one’s own experiences.

•Ability to work alone or with a group to promote GCCS’s mission:to help those who have experienced trauma

•Assist with setting up groups, trainings or other events

•Ability to provide calm and open to understanding responses to client’s who may be reacting from a place of dysregulation and provide impeccable customer service while maintaining boundaries

•Organize and maintain files of all programs. Organize all client file information and needed forms.Maintain confidentiality of client files.

•Assist with obtaining, submitting, and maintaining information regarding current and new contracts.

•Responsible for the organization process of all contracts for GCCS including monthly invoices and discussions with contractors. Assist with financial aspects of new proposals and contracts.

•Human Resources duties in regard to employee records, i.e.., application, employee handbook, insurance and benefits, etc.

•Develop, maintain and revise GCCS Policies and Procedures as needed.

•Train new staff members regarding the GCCS functions, programs, guidelines, and procedures.

•Ensure proper cleanliness and therapeutic atmosphere of the administrative office and any programs, which are part of GCCS.

•Represent GCCS at training functions, networking events and conferences outside the office with a professional and positive attitude. Assist with Marketing and networking outreach.

•Keep all Business and Financial aspects of GCCS confidential.

•Administrative, secretarial, and receptionist duties but not limited to the following: :

Make folders for all new clients and file accordingly.

Set up initial and follow-up appointments.

Maintain confidentiality of the organization and clients

Keep up with missed appointments and reschedule as soon as possible.

Answer telephones and guide to proper staff member

Run errands when needed for functions of GCCS.

Type necessary letters, memos and other documents as needed.

Maintain MS excel and MS access spreadsheets and database.

File correspondence, client forms, notes and any necessary documents.

Create and update Handouts.

Make copies of any handouts and check stock weekly

Maintain inventory of equipment

Organize and maintain all office supplies, including cleaning materials, information, and supplies needed for staff to assist clients. Example: handouts, books, workbooks, sign-in sheets, etc.

•Not limited to the above mentioned, as well as other administrative duties deemed necessary by President/CEO and clinical team