Office Manager

Position Overview

Spiritual Journey Counseling, LLC is seeking a highly organized, dependable, and motivated Office Manager to oversee and support the daily administrative operations of our behavioral health and Intensive Outpatient Program (IOP).

The ideal candidate will have previous office experience, excellent organizational skills, and the ability to manage multiple responsibilities in a fast-paced behavioral health environment. This position requires someone who takes initiative, pays close attention to detail, maintains confidentiality, and can effectively problem-solve while supporting both clinical and administrative staff.

Counselor-in-Training (CIT) status is preferred but not required.

Key Responsibilities

• Oversee day-to-day administrative and office operations.
• Maintain accurate, organized, and confidential client records.
• Assist with electronic and physical records management.
• Perform accurate data entry, order entry, and administrative documentation.
• Monitor documentation and administrative workflows to help ensure required tasks are completed accurately and on time.
• Assist with client scheduling, appointments, referrals, and general office coordination.
• Answer and manage telephone calls and other communications professionally.
• Communicate effectively with clients, counselors, leadership, insurance representatives, referral sources, and outside agencies.
• Maintain confidentiality of client information in accordance with HIPAA requirements.
• Assist with maintaining compliance with facility policies, behavioral health standards, and applicable state regulations.
• Identify administrative issues and develop practical solutions.
• Assist management with tracking records, reports, deadlines, and other operational requirements.
• Maintain an organized and professional office environment.
• Provide administrative support to clinical and leadership staff as needed.
• Complete additional office management duties as assigned.

Qualifications

• Previous experience in an office, administrative, or professional setting required.
• Experience in behavioral health, substance use treatment, healthcare, or a related setting strongly preferred.
• Counselor-in-Training (CIT) preferred but not required.
• Knowledge of behavioral health and/or substance use treatment services preferred.
• Knowledge of HIPAA, confidentiality, and proper handling of protected health information (PHI).
• Familiarity with state regulations governing behavioral health services is preferred.
• Experience with records management and maintaining confidential documentation.
• Strong computer and data-entry skills.
• Proficiency with office software, electronic systems, phone systems, email, and other administrative tools.
• Excellent organizational and time-management skills.
• Ability to multitask and prioritize responsibilities effectively.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong problem-solving and critical-thinking abilities.
• Ability to work independently while also functioning effectively as part of a team.
• Professional, dependable, and able to maintain appropriate boundaries and confidentiality.

Education

High school diploma or equivalent required. Additional education, certification, or training in business administration, healthcare administration, behavioral health, substance use counseling, or a related field is preferred.

Preferred Candidate

We are looking for someone who is organized, proactive, accountable, professional, and solution-oriented. The successful candidate should be comfortable managing multiple priorities and following up with staff to ensure administrative responsibilities are completed.

This role is ideal for someone who does not simply wait to be given a task but can recognize what needs attention, take appropriate initiative, and communicate effectively with leadership.

Job Type: Full-time

Pay: $12.00 - $12.50 per hour

Expected hours: 40.0 per week

Work Location: In person