Administrative Client Services Specialist (Part-Time)

Department/Location: Administrative Team/Administrative Center

Organizational Relationship: Reports to Director of Operations



Care and Counseling enhances emotional, relational and spiritual well-being through quality and affordable counseling, professional training and community education. We are seeking a part-time Administrative Client Services Specialist to:

  • Serve as the first point of contact for clients and visitors.
  • Develop and uphold administrative services responsibilities and effective customer service, in person, over the phone, and electronically.
  • Perform client-related services, such as entering payments for clients, scheduling appointments for counselors and residents, and preparing new client information.
  • Work as an integral part of the administrative team.
  • Support the operational needs of an active administrative center and help the organization achieve its mission and goals.


Work Performed/Essential Duties

Client-Related Services
  • Greets and assists clients, visitors, and guests
  • Covers the front desk and multi-line phone system during administrative office hours
  • Receives and processes new client information, performing client intake procedures
    • Enters client information in the internal Electronic Medical Records (EMR) system
    • Verifies client insurance benefits and eligibility
    • Assigns clients to the appropriate counselor and schedules appointments, based on specialty and availability, in cooperation with the Clinical Director
    • Organizes documentation and creates new client files
  • Schedules and assists current clients, and maintains client records
    • Collects and applies client payments to accounts
    • Updates client information in the internal EMR system
    • Prepares client forms and files for counselor use
    • Updates and maintains client files; closes and archives files as needed


Administrative Support
  • Performs administrative requests from staff
    • Provides support to the Executive Director
    • Provides support for the Directors and Psychiatrists
    • Organizes and manages multiple tasks
    • Keeps staff meeting calendar; prepares agendas and minutes for staff meetings
    • Receives and documents training and event registrations
    • Upholds client confidentiality
    • Helps prepare client statements for mailing
    • Assists in orientation and training of new employees
    • Works with staff to encourage the effective use of technology
  • Provides administrative support for the Clergy Testing program, including scheduling, administering, and maintaining files
  • Maintains registration and file management for the Training & Education program
  • Handles general office needs
    • Organizes and distributes mail
    • Orders office supplies and meeting materials
    • Schedules all office and meeting space
    • Monitors and straightens all public areas
    • Assists in room set up and take down for meetings
    • Assists with technology needs for meetings, correspondence, appointments, and recordkeeping


Minimum Qualifications:

  • Bachelor’s degree preferred and/or relevant experience
  • Proficient in MS Word, Outlook, Excel and PowerPoint
  • Working knowledge of a variety of electronic equipment (computers, projectors, copiers, cell phones)
  • Experience using and updating a relational database, preferred
  • Proven customer service experience and effective communication skills
  • Professional and considerate, at ease with a diverse range of people and ages
  • Recognizes the value of teamwork
  • Commitment to the mission of Care and Counseling and its success


Join us in this mission by becoming a part of our team!


To apply, please send cover letter, resume and part-time availability with wage/salary requirements to In email subject line, indicate: Application: Admin Client Services Specialist-(your name). Please no phone calls.