Administrative Assistant – Behavioral Health

Guillaume Marriage and Family Counseling of California, P.C.

Sacramento, California | Hybrid (Primarily In-Person) | $20–$25 per Hour

Position Overview

Guillaume Marriage and Family Counseling of California, P.C. is seeking a highly organized, dependable, and proactive Administrative Assistant to support the daily administrative and operational needs of our outpatient behavioral health practice in Sacramento, California, while also providing remote administrative support to our Oregon-based entity, Guillaume Counseling Services, P.C.

This position supports a wide range of administrative responsibilities, including client communication, appointment scheduling, intake assistance, office operations, records management, bookkeeping support, billing coordination, and general administrative functions. The employee is expected to assist wherever needed to ensure efficient daily operations and a positive experience for clients and staff.

The ideal candidate demonstrates strong critical-thinking skills, independent problem-solving abilities, initiative, accountability, and sound judgment. We are seeking someone who can anticipate needs, identify solutions, manage priorities, and complete responsibilities without constant supervision.

This position offers structured training and opportunities for professional growth within our organization.

Schedule and Work Arrangement

Work Location: Sacramento, California — Hybrid, Primarily In-Person.
Employment Type: Hourly W-2, with a planned full-time schedule.
Flexible Full-Time Schedule: Generally 40 paid hours per week, with a flexible schedule within the hours of 8:30 a.m.–8:30 p.m., Monday through Friday, based on operational needs.
Initial Training Period: May begin part-time during onboarding, with the expectation of transitioning to full-time based on successful completion of training and operational needs.
Saturday Availability: Occasional Saturday coverage or overtime may be required, compensated in accordance with applicable California employment laws.
Remote Work: Permitted only when authorized by the Company.

Compensation

$20–$25 per hour ($41,600–$52,000 annually at full-time hours). Starting pay is $20 per hour during the first three months of employment, with opportunities for pay increases thereafter based on performance, bilingual or multilingual proficiency, and Company growth. Compensation reviews will occur at 3 months, 6 months, and annually thereafter, with opportunities for progressive pay increases.
Future Advancement and Higher Earning Potential: Opportunities for advancement into other administrative positions may offer compensation beyond the initial $20–$25 hourly pay range, based on performance, qualifications, available opportunities, and Company growth.
Annual compensation is calculated based on 40 hours per week, 52 weeks per year, excluding overtime. Actual earnings during any initial part-time training period will depend on hours worked.
Employees are compensated for all hours worked, including required training, meetings, and assigned administrative responsibilities.

Benefits and Professional Development

Medical, dental, and vision insurance for eligible full-time employees.
Paid sick leave in accordance with California requirements.
Retirement savings options through CalSavers, subject to eligibility.
Structured onboarding and paid training.
Ongoing professional development.
Supportive and collaborative behavioral health work environment.

Minimum Qualifications

Required Language Proficiency

Applicants must be fluent in English and meet one of the following requirements:

Option 1: English and Spanish — speaking, reading, and writing.
Option 2: English, Hindi, and Punjabi — speaking, reading, and writing in all three languages.

Additional Qualifications

High school diploma or equivalent.
At least one year of administrative, office support, customer service, healthcare, or related experience preferred.
Strong organizational, communication, and time-management skills.
Proficiency with computers, email, spreadsheets, and common office applications.
Experience with bookkeeping, Xero, electronic health records, or healthcare administration preferred.
Excellent attention to detail and ability to maintain accurate records.
Ability to work independently, including working alone in the office without direct, on-site supervision.
Ability to manage competing priorities and adapt to changing operational needs.
Ability to maintain confidentiality and handle sensitive client, employee, and business information.
Reliable attendance and ability to work primarily on-site in Sacramento.

Key Responsibilities

Administrative Operations: Support daily office operations, prepare documents, organize administrative systems, and complete assigned tasks.
Client Access and Front-Office Support: Assist with client inquiries, phone calls, appointment scheduling, check-in, intake paperwork, and reception responsibilities.
Records Management: Maintain accurate electronic and physical records, track documentation requirements, and follow up on incomplete information.
Bookkeeping Support: Assist with invoices, receipts, expense tracking, financial records, and routine bookkeeping activities using Xero or other approved systems.
Billing Support: Assist designated billing personnel with administrative billing tasks, insurance-related follow-up, and documentation tracking.
Office Coordination: Monitor office supplies, equipment, vendor communications, mail, and routine office needs.
Internal Communication: Coordinate with clinicians, management, vendors, and administrative personnel, including cross-state support when assigned.
Task Management: Monitor deadlines, prioritize assignments, and ensure timely and accurate completion of responsibilities.
Problem-Solving and Initiative: Identify operational issues, research solutions, anticipate administrative needs, and take appropriate action within assigned authority.
Confidentiality and Compliance: Protect sensitive information and follow HIPAA, privacy, security, and organizational policies.
Office Security: Assist with opening, closing, and securing the office according to established procedures.
Training: Participate in required training, meetings, and administrative development activities.

Apply Today

We welcome qualified bilingual and multilingual applicants who are dependable, organized, proactive, and committed to supporting the operations of a growing behavioral health practice.

To apply, please submit both a resume and a cover letter outlining your relevant experience, language proficiency, administrative skills, and interest in joining our team.

To learn more about our organization and services, visit https://www.guillaumecounseling.com.

Guillaume Marriage and Family Counseling of California, P.C. is an equal opportunity employer. All qualified applicants will receive consideration in accordance with applicable employment laws.

Guillaume Marriage and Family Counseling of California, P.C.