Clinical & Client Services Administrative Assistant

Kenneth Young Center; Hoffman Estates (IL); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

403(b) plan

Medical insurance

Dental & Vision insurance

Disability insurance

FSA

Life insurance

Bonus program

Annual raise

PSLF eligibility

Paid time off

Holidays

Personal holidays

Job summary

Kenneth Young Center is seeking an Administrative Assistant to support clinical and client services at the Schaumburg Township site. You will handle reception, scheduling, payments, and basic administrative tasks to support a psychiatric provider and the care team.

The role requires strong communication, multi-tasking, and familiarity with MS Office and EHR systems; a HS diploma is required, with healthcare experience preferred. We offer competitive benefits and a supportive work environment.

Qualifications

• HS Diploma or GED required; Bachelor’s or Associate in Healthcare or Human Services preferred.
• Previous experience with healthcare administration or social services.
• Reception and office experience.
• Computer skills: typing, Word, Excel, electronic health record systems, team messaging platforms.

Responsibilities

• Provide reception support at Schaumburg Township office; answer and screen calls, greet clients, and notify of arrivals.
• Process payments and receipts; manage client sign-in and scheduling.
• Assist clinician with on-site support, referrals, and communication with pharmacies and insurers.
• Manage records, forms, and chart availability; coordinate with scheduling staff at Elk Grove.

Skills

Receptionist experience

Customer service

Multi-tasking

Communication

Teamwork

Education

HS Diploma/GED

Healthcare/Human Services degree preferred

Tools

MS Office

Outlook

Word

Excel

Electronic health records

Job description

Clinical & Client Services Administrative Assistant

Kenneth Young Center is a 501(c)(3) not-for-profit dedicated to providing comprehensive outpatient behavioral health services to individuals of all walks of life. Located in the Northwest suburbs of Chicago, we offer a wide range of services including outpatient therapeutic care, recovery-oriented support, community prevention, LGBTQ+ outreach, older adult services, and crisis intervention. Our team welcomes and celebrates unique perspectives and represents the diversity and vitality of our local communities. Join our team to grow in your career while building stronger, healthier communities. Kenneth Young Center offers a robust benefit package that is highly competitive to the market and offers all full-time employees the following:

• 403(b) plan with organizational matching
• Medical Insurance (Blue Cross and Blue Shield of Illinois - BCBS)
• Dental (BCBS), and Vision Insurance (BCBS) with low employee premiums
• Long Term and Short Term Disability (BCBS), no cost to employee
• Flexible Spending Account (with annual rollover)
• Basic life insurance (50k) paid for by the organization and option for additional voluntary coverage for self, spouse, or dependents (BCBS)
• Incentive program with potential for quarterly bonuses
• Opportunity for annual bonus and salary increase (discretionary based on annual KYC financial audit)
• Eligibility to participate in the Public Service Loan Forgiveness Program (PSLF)

To further promote an active and healthy work/life balance, KYC also offers a generous amount of paid time off and staff holidays.

• 4 weeks of Paid Time Off (With increases based on seniority)
• 8 Paid Organization-Wide Holidays
• 3 Personal Floating Holidays annually

Job Scope:

Works out of Schaumburg Township office to provide reception support for psychiatric provider. Answers and processes phone calls, greets clients, notifies of client arrivals, schedules appointments. Provides clinical administrative assistant to child & adolescent psychiatric provider to support refills, documentation requests, and facilitate communication.

Essential Functions:

The work environment characteristics, responsibilities, and competencies described here are representative of those an employee encounters and is required to perform while meeting the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

I. Program Responsibilities

• Ensures that building is opened up each morning as per openingprocedure.
• B. Managing daily site operation including:
• 3. ordering supplies,
• 5. maintaining supply of internal forms
• 5. coordinating interface with the Elk Grove and Mt. Prospect offices and
• ensuring files and records are kept secure.
• C. Answer, screen and forward all incoming calls to appropriate staff
• D. Greet clients as they arrive for appointments
• Sign-in clients; collect and receipt payments for services
• Notify therapist/doctor of client’s arrival on a timely basis
• Conduct Fee Settings with Clients
• Meet with clients to assess income and set fees
• Verify insurance benefits for insured clients
• Set up client payment plans when needed
• Per direction of supervisor, communicate Schaumburg Township building issues – site closure, maintenance, computer upgrades, safety, room usage, etc.
• Work with IS department on charts as needed
• H. Provide support to psychiatrist when on site
• 2. Completing medication authorizations, calling pharmacies and insurance companies
• 3. Ensuring charts are available for doctor
• 4. Manage medication refill requests and Doctor First
• 5. Prepare medical forms and letter requests
• 6. Managing provider schedules, coordinating with scheduling staff at Elk Grove
• I. Records management
• 1. Processing and maintenance of records – electronic scanning of records
• J. Various other duties as directed by supervisor

II. General Competencies

• Be a productive member of the staff
• Demonstrate cooperation
• Take the initiative to act on own
• Use excellent judgment
• Communicate clearly
• Make use of supervision

III. Core Competencies

• Demonstrate a sense of compassion with a clear understanding of mental illness
• Ability to assist clients in understanding the financial responsibilities attached to treatment and collect/arrange for payment accordingly.
• Ability to interact with the public in getting and/or giving information.
• Knowledge of CIS and/or ability to learn CIS
• Ability to handle crisis situations

IV. Special Competencies

• Customer/Client focus - ability to cultivate relationships with patients on an appropriate level
• Goal oriented
• Ability to multi-task
• Flexibility
• Collaboration skills
• Technical capacity – Intermediate experience in MS Office – Outlook,
• Word and Excel

Education and Experience

• HS Diploma/GED required. Bachelor’s or Associate in Healthcare or Human Services preferred.
• Previous experience with healthcare administration or social services.
• Reception and office experience
• Computer skills: typing, word, excel, electronic health record systems, online applications, team messaging communication platforms

VI. Work Environment

While performing the duties of this job, the employee regularly works in an office setting.

While occasionally travelling by auto between sites for meetings, trainings or errands as assigned, employee may be exposed to changing weather and road conditions

VII. Physical Demands

• A. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• B. While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel or operate objects, tools or controls, and to reach with hands and arms.
• C. The employee is frequently required to stand, talk and hear.
• D. Sedentary role; some filing required. Requires ability to lift files that weigh as much as 10 lbs, open filing cabinets and bend or stand as necessary.

VIII. Chain of Authority/Responsibility

Reports to Client Services Supervisor

IX. Schedule/Time Keeping/Time-Off

Non-Exempt, Full-Time, Hourly, 37.5 hour work week

Monday-Friday, daytime/early evening

Must have flexibility to work as a back-up to the day receptionist at Elk Grove Village site as needed

Time Keeping – Accurately record hours worked in the electronic timekeeping system (on a daily basis when possible) in accordance with the timekeeping policy and practice.

Kenneth Young Center is an Equal Opportunity Employer