Administrative Assistant

Autism Society of Minnesota (AuSM); Saint Paul (MN); Hybrid; USD 31,000 - 36,000; Part time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401k plan

Flexible schedule

HSA / FSA

Disability insurance

Paid time off

Job summary

Autism Society of Minnesota seeks an Administrative Assistant to support Counseling Services and collaborate with Finance. You will greet visitors, manage calls and emails, schedule therapy appointments, and assist with bookkeeping while preserving HIPAA compliance.

This hybrid, part‑time role in Saint Paul offers benefits and growth opportunities. Ideal candidates have a high school diploma or GED, 2+ years in a similar office setting, strong customer service, and proficient Mac/MS Office

Qualifications

• Education: High school diploma or GED equivalent required.
• Experience: 2+ years in reception, therapy office, or administrative role.
• Customer service: Warm, personable, and helpful attitude.
• Communication: Strong written and verbal skills with stakeholders.
• Computer skills: Mac proficiency and MS Office; Zoom/Teams.
• Fraud and waste prevention: Not listed on LEIE or MN Excluded Providers List.
• Compliance: Adhere to HIPAA.
• Clear background screening: Criminal background check will be conducted.

Responsibilities

• Front Desk Management: greet visitors and direct to appropriate person.
• Communication: answer, screen, and forward calls; manage emails.
• Scheduling: manage calendars and appointments for therapists/managers.
• Administrative support: filing, photocopying, data entry, etc.
• Insurance verification & pre-authorization for services.
• Bookkeeping support for accounting transactions.
• Data privacy and HIPAA-compliant handling of sensitive data.

Skills

Customer service

Communication

Mac proficiency

MS Office

Video conferencing

HIPAA compliance

Fraud and waste prevention

Background screening

Education

High school diploma or GED

Associate’s degree preferred

Tools

QuickBooks Online Plus

GAAP training

Job description

The Administrative Assistant reports to the Director of Counseling Services and works closely with the Finance Director. The Administrative Assistant uses administrative and customer service skills to support the organization's programs and services. The Administrative Assistant is a member of the Counseling Department and may serve other departments as needed. As one of the first people visitors meet, you will play a critical role in shaping the public perception of the organization as Minnesota’s First Autism Resource.

Responsibilities

Essential Responsibilities

• Front Desk Management: Greeting clients, visitors, and guests, determining their purpose, and directing them to the appropriate person.
• Communication: Answering, screening, and forwarding incoming phone calls, as well as managing general email inquiries.
• Scheduling: Managing calendars and booking appointments on behalf of therapists and management team members.
• Administrative Support: Performing clerical tasks, including filing, photocopying, faxing, and data entry.
• Insurance Verification & Pre-Authorization: Verify patient insurance coverage and secure pre-authorizations before services are rendered.
• Bookkeeping Support: Support the Finance Department in recording and categorizing financial transactions in the accounting system and ensuring all transactions are accurately recorded and coded.
• Data Privacy and Protection: Maintain HIPAA-compliant data security by following specified procedures for the storage, access, and destruction of sensitive materials, including financial information and client medical records.

Marginal Responsibilities

• Office Security: Open or close the office suite, monitor visitor access, and secure doors and alarms.
• Payment Posting and Collections: Process payments and follow up on outstanding patient balances.
• Patient Inquiries: Respond to patient questions regarding invoices, billing statements, and payment plans.
• Executive Assistance:
• Support the Director of Counseling and Finance Director by:
• Providing administrative support
• Scheduling meetings
• Receiving, sorting, and responding to emails on behalf of others
• Note taking
• Data entry
• Scanning, printing, and preparing documents
• Fielding phone calls
• Invoicing vendors and customers
• Other duties as assigned.

Required Skills and Qualifications

• Education: High school diploma or GED equivalent required.
• Experience: 2+ years of experience in a reception, therapy office, or administrative role.
• Customer Service: Warm, personable, and helpful attitude.
• Communication Skills: Strong written and verbal skills for communicating with internal and external stakeholders.
• Computer Skills: Excellent Mac computer skills, including Microsoft applications (Word, Excel, Outlook, PowerPoint) and web-based phone and meeting systems (Zoom, Teams).
• Fraud and Waste Prevention: Candidate must not be included in the List of Excluded Individuals/Entities (LEIE) or the Minnesota Excluded Providers List.
• Compliance: Adhere to data privacy and protection laws such as the Health Insurance Portability and Accountability Act (HIPAA).
• Clear Background Screening: Upon receiving an offer for this position, the candidate will undergo a criminal background check because during their employment, they may access financial data or personally identifiable health information and may interact with vulnerable individuals.

Preferred Skills

• Education: An associate’s degree or comparable experience is strongly preferred.
• Bookkeeping Experience: Entry-level bookkeeping experience is highly valued, including using QuickBooks Online Plus and training in generally accepted accounting practices (GAAP).
• Shared Values: Neurodiversity-affirming mindset and values, including a commitment to accessibility, diversity, equity, inclusion, and disability justice.
• Nonprofit Experience: Experience working in the nonprofit sector, community-based organizations, or autism organizations.
• Self-Directed: Self-motivated to work independently with demonstrated organizational and multitasking skills.
• Cultural Humility: Demonstrated good judgment and cultural competence to support communication with a diverse range of individuals.
• Personal Connection to Autism: While not required, lived experience with autism spectrum disorder, neurodivergence, or disability is highly valued.

Position Details

• Part-time, non-exempt
• Work Schedule: Monday – Friday (6 hours per day)
• St. Paul, MN - Hybrid position with remote work and two in-person days per week
• Comprehensive benefits include:
• Flexible work schedule in a hybrid work environment.
• Health, dental, and vision insurance.
• Optional health savings account (HSA), or flexible spending accounts (FSA) for health or childcare costs.
• Basic term life insurance.
• Short- and Long-term disability insurance.
• 401k retirement plan.
• Up to 35 days off per year (12-15 vacation days, 4-6 sick days, 12 holidays, and 2 personal days).
• Opportunities for advancement
• Inclusive and accessible work environment

About the Autism Society of Minnesota

Established in 1971, the Autism Society of Minnesota (AuSM) is a 501(c)(3) nonprofit organization whose mission is to create connections, empowering everyone in the Autism community with the resources needed to live fully. AuSM seeks to enhance the lives of all who are a part of the Minnesota autism community, with a fundamental commitment to advocacy, education, support, collaboration, and community building.

At AuSM, equity and inclusion are central to our mission. Bringing diverse perspectives together supports strategic creativity for meeting challenges and focusing on growth. We strive to develop a workplace that reflects the communities we serve – in age, gender identity, race, sexual orientation, physical ability, neurodiversity, and ethnicity. We value our team members and want everyone to feel confident in bringing their full, authentic selves to work.

AuSM employs many people with disabilities and understands that qualified applicants may require reasonable accommodations to be successful. If you have a disability that requires accommodation for the interview process, please request accommodations by contacting us at [e-mail].