Part Time School Based Mental Health Admin. Assistant

School Based Mental Health Programing Assistant


The School Based Mental Health Admin. Assistant is responsible for providing administrative, clerical and support in order to ensure effective and efficient business operations for the Student Assistant Programs and oversee the school based mental health services at Black River Falls school district, Melrose Mindoro school district, Onalaska school district and future branch locations due to growth.


  • Greets clients by phone, in person, or through electronic media; transfer as necessary.
  • Schedule/update/modify client appointments as necessary, utilizing electronic calendaring system. 
  • Begin process of entering client information into billing system-TherapyAppointments (TA) and WorkflowMax (WFM).
  • Collect copayments, coinsurance, deductibles, and payment plans as appropriate and document accordingly. 
  • Collect and process intake paperwork to ensure accuracy and completeness; computes or verifies data, fees or payments, enters data and forwards or files paperwork.
  • Create client files in the billing systems
  • Manage and maintain SAP client spreadsheet.
  • Manage SAP counselor calendars and assist with schedule students for counseling services
  • Uses a personal computer and a variety of office software applications including word processing, email, and file management. Prepares documents in Google Documents from scratch or using predefined templates and form letters. Creates or maintains files in Google Sheets.
  • Operates other office equipment such as printers, copy machines, and fax machines. May serve as liaison with service and vendor personnel.
  • Assists in resolving problems and ensuring satisfactory customer service.
  • Fax, scan, and copy documents
  • Maintain office filing and storage systems.
  • Maintain program manuals, required paperwork
  • Meet with parents as needed to complete and sign required program paperwork
  • Participate fully as a team member by developing professional relationships with team members as well as foster good rapport with external sources.
  • Update and maintain databases/documents, such as mailing lists, contact lists, and client information. 
  • Attend Office Assistant team meeting and SAP Team meetings as scheduled
  • Understand and follow policies and procedures of the Office Assistant department and of Stein Counseling and Consulting Services, Ltd., as outlined in the department and agency policy manuals.
  • Develop personal and professional goals annually.
  • Maintain acceptable ratings (75% or better) in all areas on performance reviews (job performance, supervisor ratings, etc.)
  • Perform other job duties and responsibilities, consistent with this position description, as requested by the Billing Manager, Clinic Services Manager, Clinic Administrator, and/or President of Stein Counseling and Consulting Services, Ltd.
  • QAUR and close SAP client files monthly after receiving lists from providers
  • Coordinate authorizations and referrals received 
  • Travel to area schools, meet with school counselors, attendance, support staff
  • Provider case management 
  • Provide support to SAP counselors at all locations
  • Acts as liaison between different departments
  • Creates flyers, newsletters, and brochures
  • Assist in the development, editing, and production of manuals, materials, letters, forms, etc.
  • Provide routine program logistics/maintain requirements to ensure quality of programs
  • Recommend innovative plans for design or quality improvement of each program
  • Achieve performance goals and job expectations as determined

WORK ENVIRONMENT: General office environment. Work is generally sedentary in nature, but may require standing and walking part of the time. Work is generally performed within an office environment, with standard office equipment available. Travel to area schools as needed.


  • Employ effective telephone and interpersonal communication skills
  • Possess competency, proficiency, and accuracy with data entry and managing various computer software programs
  • Demonstrate effective organizational and planning skills, attention to detail
  • Possess spirit of teamwork
  • Must be flexible, reliable, and adaptable to meet the needs of the agency
  • Consistently make sound decisions and problem solve effectively
  • Communicate professionally with clients, supervisors, peers, and persons outside the organization
  • Resolve conflicts and effectively employ negotiation skills with others 
  • Possess basic knowledge of computers (email, internet, etc) as well as typical office equipment (fax, copier, etc). 
  • Possess the ability to work independently, including organizing, planning, and prioritizing work 
  • Maintain emotional control under stress
  • Follow confidentiality procedures 
  • Follow HIPAA guidelines


High School diploma required; preference given for candidates with a College education. Office Assistant experience is helpful, preferably in a health or human services setting, school systems, dental office, medical office, or related health service oriented environment. Computer experience with Mac required.

SUPERVISED BY: This position will report to and receive supervision from the Clinic Administrator.

HOURS: Daytime/Evening Position:  M-F 8:00 a.m. – 5:00 p.m. Part Time with potential for and anticipated Full Time in the next school year.