Job Title: Administrative Assistant (Part-Time)

Reports To: Program Director

Location: Northpoint Everett (Adult outpatient in Everett, WA)

Schedule: Monday, Wednesday, & Thursday 12:30pm-9pm

Compensation: $22-24/hour

Northpoint Recovery Holdings, LLC began 2009 as Ashwood Outpatient and officially launched the Northpoint platform in 2015. Now celebrating 10 years of growth in 2025, Northpoint is a leading behavioral healthcare provider offering evidence-based treatment for adults with substance use and co-occurring disorders through the Northpoint Recovery brand, and mental health treatment for adolescents through Imagine by Northpoint. Operating under an in-network, commercial insurance model, Northpoint has grown exclusively through de novo expansion—from two facilities to seventeen across the Western U.S.—with more planned in both existing and new markets. We’re guided by core values of humility, heart, inspiration, and conviction. Our mission is simple: saving lives and restoring relationships by helping people get their lives back, and treating every individual with empathy and respect.

POSITION SUMMARY: As a key member of the Northpoint team, the Administrative Assistant is responsible for handling patient-facing duties as well as general office management tasks. This person will ensure the proper reception of all patients, clients, and visitors into the facility and greet all incoming patients, visitors, and staff with a friendly, smiling face and a helping hand. The Administrative Assistant will work closely with the expanded team to ensure facility day to day operations are running appropriately. The ideal candidate has excellent communication and multitasking skills, problem solving skills, a positive attitude, and a strong work ethic.

ESSENTIAL RESPONSIBILITIES AND DUTIES:

• Coordinate office management schedules, coverage, and team needs
• Client and staff Telehealth liaison
• Responsible for the completion and collection of all necessary intake paperwork and documentation
• Track patient information and statistics in support of The Joint Commission requirements
• Assist leadership in developing data tracking processes and trainings needed to improve the team
• Track facility maintenance needs
• Complete inventory ordering for designated facility
• Schedule and complete fire drills, egress testing, safety committee meetings, infection control meetings
• Responsible for environmental cleanliness, organization, and presentation
• Reception duties; scheduling of clients, answering telephone, customer service needs, follow up calls, track attendance, send out appointment reminder alerts, assist in Medicaid transportation, process incoming mail
• Coordinate client UA results with multidisciplinary team
• Maintain lobby environment to promote warm and welcoming surroundings, including seasonal décor
• Ensure a safe and secure lobby environment for employees, clients, guardians, and visitors
• Facilitate client arrival and departure from programming
• Schedule, organize, and manage Joint Commission and facility compliance needs
• Screen and monitor visitors and connect them with the appropriate staff member
• Display initiative by identifying problems and making recommendations to solve them
• Answer inquiries and obtain information for general public, clients, visitors and staff in an expedient, professional and courteous manner
• Manage and provide training to incoming and current reception and clinical staff for front desk duties
• Liaise with facility vendors including cleaning, maintenance, and transportation services
• Organize, maintain, and create client orientation packets
• Work collaboratively with management positions in creating and identifying efficiencies within the facility
• Plan in-house activities such as parties, celebrations and trainings
• Adhere to all company policies and procedures
• Maintain confidentiality in accordance with 42 CFR Part 2 and all other established policies, procedures, and standards of care
• Performs other related duties and special projects as assigned

QUALIFICATIONS/REQUIREMENTS FOR THE POSITION:

• Must be at least twenty-one (21) years of age
• Excellent communication and time management skills
• Strong telephone and office etiquette
• Knowledge of Microsoft Office Suite, data entry software and other office related computer software
• Ability to perform duties with minimal supervision
• Action-oriented with the ability to: adapt to change, work independently, prioritize tasks, and drive to finish

PREFERRED KNOWLEDGE AND SKILLS:

• Excellent critical thinking skills
• Excellent organizational abilities
• Exceptional written and oral communication skills
• Comfortable analyzing information and dealing with complexity
• Quickly and effectively identify and resolve problematic situations
• Able to handle confidential material in a reliable manner
• Ability to perform several tasks concurrently with ease and professionalism
• Ability to effectively prioritize workload in a fast-paced environment
• Strong attention to detail and accuracy
• Proficiency with Microsoft Office Suite

This job description is not intended, and should not be construed, to be and exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job. It is meant to be an accurate reflection of the principal job elements essential for making fair pay decisions about jobs.

Employees with potential access to protected health information must comply with all procedures and guidelines governed by HIPAA.

Northpoint is an Equal Opportunity Employer. Northpoint is an At-Will employer. Employment may be terminated at any time by the employee or employer with or without notice.