Office Assistant

About us:

• Established in 2011. Catalyst provides a broad array of outpatient mental health services, all of which are described in more detail on our website: www.catalystmentalhealth.com
• Oldest mental health organization structured as a B-Corporation in the state of Minnesota. Our mission is "to develop, create, and maintain a mental health organization that is healthy, sustainable, and professionally enriching for all employees, so that they are in turn empowered to provide the most compassionate, dynamic, and effective services to each and every client, neighborhood, and community that they serve."
• 100% Therapist Owned and Operated. Catalyst is proud to be a 100% self-financed and boot-strapped business.

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Job Type:

• Full-Time - 40 hours per week.

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Location:

• Based at our new Burnsville location, which used to operate under the name Midwest Health but recently merged with our operations.
• Periodic remote coverage may be required for our Twin Cities locations, depending on assistance needed at each location during the week or when an Office Manager is unavailable at one location.

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Career Track:

• The Office Assistant position is considered a training position for a future Office Manager role.
• We love to promote from within, which means that we always consider internal employees first for any open roles across all administrative categories in the business.

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Schedule:

• Monday through Thursday: 8:30am - 5:00pm, Friday: 9:00am - 3:00pm.
• Other hours periodically required to fill gaps in coverage for other staff.

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Pay:

• $38,000 - $42,000 per year.
• Additional $1,000 annually offered to candidate who speaks fluent Spanish and English.

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Benefits:

• Group health and dental insurance, with 100% of premiums covered
• HSA account, with 100% contribution match
• 401k with 4% employer match after 1 year of service
• 2 weeks per year of PTO, increased by 0.5 weeks each year of employment, up to a total of 4 weeks of PTO.

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Job Duties:

Reception (70%):

• Answer phone for business and respond to voice mails.
• Coordinate scheduling of appointments for clients with providers, both in-person, over the phone, and via electronic communication.
• Conduct brief phone interviews with potential clients to determine which provider will be the best fit and refer them accordingly.
• Greet clients as they arrive.
• Manage traffic and maintain therapeutic atmosphere in the waiting room.
• Distribute and collect administrative paperwork from clients and providers.
• Provide a variety of other miscellaneous services to providers designed to make their lives easier, so that they can better serve their clients.
• Notify clients of their payment responsibilities and collect payment due from clients at the time of service.
• Answer basic billing questions with the aid of billing and insurance payment data in EMR system.

Clerical (30%):

• Type registration information into EMR system
• Open, sort, and send mail and faxes for business.
• Print and and mail requests for medical records.
• Scan documents and upload them to EMR system as needed.
• Scan checks received and deposit cash weekly at bank.
• Other miscellaneous clerical tasks as assigned by Senior Office Manager.

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Basic Job Requirements:

• Strong customer service skills, demonstrated by ability to project a welcoming, validating, and empathic attitude to clients, potential clients, and providers even in stressful interactions or on stressful work days.
• Strong communication skills, both written and verbal.
• Strong interpersonal skills, demonstrated by ability to persuade, convince, and influence others without being viewed as manipulative or offensive.
• Ability to multi-task and remain focused despite frequent interruptions.
• Strong organizational skills and ability to keep track of details.
• Proficiency with word processing, spreadsheet, email, and calendar programs.
• Comfort with learning new software and adapting to new technology (i.e. tech savvy); confident in ability to quickly learn how to use an unfamiliar EMR system.
• Comfort with most instruction and training being provided in a video-tutorial format.
• Ability to type at least 60 words per minute.
• Strong enough math skills to make sense out of complicated health insurance payment arrangements (co-pays, deductible, co-insurance, etc.) and explain them intelligibly to clients.
• Bachelor's degree or current enrollment in academic program leading toward completion of a bachelor's degree is required.

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Ideal Candidate:

• Prior advanced academic coursework focused on mental health concepts, terminology, the mental health treatment system, and/or general interest in the mental health field.
• Strong problem solving skills: willingness, interest, and ability to find solutions to problems without oversight or guidance.
• Well-grounded, down-to-earth personality.
• Entrepreneurial attitude and/or interest in entrepreneurship.

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Target Start Date:

• May 26th, 2026.

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Application Process:

• Send your resume via Indeed.com or by email to jobs@catalystmentalhealth.com.
• You MUST ALSO submit a cover-letter that answers the following question: Since the majority of your co-workers in this position will be mental health professionals, what do you find attractive about the opportunity to socialize with and serve a group of mental health professionals on a regular basis?
• Applications that do not answer the above application question will NOT be considered.

Pay: $38,000.00 - $42,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off

Application Question(s):

• Since the majority of your co-workers in this position will be mental health professionals, what do you find attractive about the opportunity to socialize with and serve a group of mental health professionals on a regular basis? A cover letter that answers this question and describes your general motivation for applying is a requirement for this position.

Education:

• Bachelor's (Required)

Experience:

• Customer Service: 1 year (Preferred)
• Computer Skills: 1 year (Preferred)

Language:

• English (Required)

Work Location: In person