Therapeutic Services Group Administration Assistant

Therapeutic Services Group Administration Assistant


This position oversees the process of moving clients from receiving referrals through assignment to a clinician. Provides clerical support for Adult and Child Treatment Programs by scoring and recording assessments, creating charts, and having group materials ready. Welcomes clients and provides support needed to clients and group leaders during day and evening groups.


  • Completes the referral process for clients referred to Therapeutic Services. This includes: screening telephone and in-person requests for treatment services, requesting necessary information from DHS if client is referred by Child Welfare, determining payer source options, setting client fees when sliding scale is appropriate, maintaining wait lists, preparing pertinent information for team staffing’s.
  • Schedules intakes for Adult Treatment referrals.
  • Responds to client calls from established clients and collaborative partners and provides them with assistance when Therapist/Case Manager is not available.
  • Documents all client contacts in electronic health records so that complete contact history is accessible and clear. Sends provider letters to DHS workers as requested about history of this information for clients who did not engage in services.
  • Educates new DHS workers about referral procedures and forms and provides appropriate information to other community professionals such as social workers, attorneys, etc., when Therapist/Case managers are unavailable.
  • Assists with private pay clients as needed.
  • Supports client outcomes by creating Excel spreadsheets, analyzing report data, compiling data for outcomes and providing alternative solutions for reporting processes in partnership with Assistant Manager and Manager of Therapeutic Services.
  • Provides technical support for staff in electronic health record utilization including compliance and input into report writing.
  • Participates in external audits of department functionality and provide assistance in evaluating department processes.
  • Attends and provide administrative support at department staff meetings.
  • Assists with referrals out to other providers when the determination from staffing is that the family would be better served by another provider.
  • Provides front desk coverage on a scheduled basis such as lunch/breaks and provides additional coverage when front desk receptionist is out.
  • Follows up with DHS about appointment cancellations/no shows.
  • Welcomes clients, signs them in and receives payment when appropriate.
  • Scores and inputs assessment data utilizing electronic health record and Microsoft software.
  • Ensures enough child therapy assessments are available and orders as necessary.
  • Provides staff support duties needed such as printing, phone calls, purchases, backup for medical emergency, irate client, calling emergency personnel, etc., and any manner for the efficient operation of the agency or program with any duties assigned by mangers.
  • Demonstrates agency’s values of compassion, respect, learning, adaptability, achievement.
  • Practice self-care to manage exposure to challenging clients and difficult, traumatic stories.
  • Other duties as assigned.


  • High School Diploma required.
  • Available minimum of one evening a week.
  • One year hands on experience with database, spreadsheet and word processing programs. (Word, Outlook, Publisher, Excel, PowerPoint.)
  • Excellent communication and professionalism skills.
  • Detail-oriented individual with strong interpersonal and organizational skills.
  • Ability to do accurate work with minimal supervision.
  • Cultural sensitivity to clients.
  • Ability to work an adjusted schedule to accommodate evening services.
  • Ability to handle phone or walk-in crises and maintain client confidentiality according to agency policy.


  • Minimum one year of clerical / administrative experience. (Preference given for experience in a social services environment.
  • Bachelor’s Degree in Business and/or related fields.
  • Bilingual, Spanish
  • Numeric only field, no symbols or letters.
    (If applying to be a volunteer, indicate “0” in the salary field.)
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