Part-Time Receptionist & Client Liaison

Organization: Community Counseling Center

Location: 4810 Wrightsville Ave, Wilmington, NC 28403

Employment Type: Part-Time (26 hours/week)

Reports To: Executive Director

Salary Range: $16+/hour, depending on experience

Job Summary

The Community Counseling Center, a recognized 501(c)(3) nonprofit organization committed to enhancing the mental and emotional well-being of individuals within our community, is currently seeking a compassionate and highly organized Part-Time Receptionist and Client Liaison to join our dedicated team. Our organization is guided by a clear vision: to empower clients and the broader community by providing access to high-quality mental health care services, irrespective of any financial barriers that may exist. To achieve this mission, we rely heavily on the generosity of our donors and various grants, which enable us to maintain a comprehensive sliding-scale fee structure designed specifically for uninsured and underinsured individuals seeking our support.

In this vital role, the individual will serve as the first point of contact for our diverse patient base, which includes not only those with commercial insurance but also individuals who benefit from our sliding-scale fees. It is essential that the receptionist and client liaison embodies and reflects our core values of hope, compassion, integrity, and competence in every interaction, as these principles are foundational to the services we provide. The responsibilities of the receptionist will encompass a variety of administrative tasks, including answering phones, scheduling appointments, managing patient records, and ensuring that the front desk operates smoothly and efficiently. Moreover, the individual will play a crucial role in creating a warm and welcoming environment for all clients, helping to alleviate any anxiety they may feel when seeking mental health services.

We are looking for someone who is not only skilled in administrative duties but also possesses a genuine passion for helping others and supporting mental health initiatives within our community.

Key Responsibilities

• Client Interaction: Greet clients and visitors warmly and with genuine enthusiasm, creating a welcoming atmosphere that puts them at ease. Answer phone calls promptly and professionally, ensuring that all inquiries are met with empathy and a thoughtful response. Provide information clearly and effectively, addressing any concerns or questions patients may have regarding their appointments or services.
• Scheduling: Manage appointment bookings with precision, ensuring that all schedules are organized and up to date. Handle cancellations and rescheduling requests efficiently, while also sending timely reminders to patients to minimize no-shows. Utilize the Electronic Health Record (EHR) system proficiently to maintain accurate and accessible scheduling records.
• Administrative Support: Verify insurance information meticulously to ensure that all patient data is accurate and up to date. Process payments or sliding-scale fees with attention to detail, ensuring that all transactions are handled securely and confidentially. Maintain accurate patient records in compliance with all privacy regulations, ensuring that confidentiality is upheld at all times.
• Office Coordination: Handle incoming mail with care, ensuring that all correspondence is sorted and distributed appropriately. Maintain a tidy and organized reception area that reflects the professionalism of the Community Counseling Center. Assist with light clerical tasks such as filing, scanning, and data entry, contributing to the overall efficiency of the office operations.
• Mission Alignment: Share the Community Counseling Center’s mission with passion and clarity, ensuring that both patients and donors understand the importance of the services provided. Communicate available financial assistance options effectively, fostering an authentic and supportive connection that encourages patients to seek the help they need.
• Team Collaboration: Work closely with therapists, contractors, and leadership to ensure seamless communication and collaboration within the team. Participate actively in team meetings and contribute to discussions aimed at improving patient care and operational efficiency, ensuring that all efforts are aligned with the center's goals and values.

Qualifications

• Experience: Prior experience as a receptionist or in a customer service role is preferred; experience in the healthcare sector or nonprofits is advantageous.
• Skills: Strong organizational and multitasking skills; proficiency in Microsoft Office and basic office equipment (e.g., phones, printers). Familiarity with Therapy Notes and Microsoft 365 is beneficial.
• Communication: Exceptional verbal and written communication skills, demonstrating a compassionate and patient approach.
• Cultural Sensitivity: Capability to engage respectfully with a diverse demographic, including individuals experiencing financial or mental health difficulties.
• Education: High school diploma or equivalent is required; additional training or coursework in administration or healthcare is beneficial.

Working Conditions

• Hours: 26 hours/week, Monday-Thursday, 9.30-4.30pm.
• Environment: Office setting with regular interaction with clients and staff.
• Occasional lifting of items weighing up to 15 pounds may be required.

Compensation for this role is hourly and does not include health insurance. Employees in this position do receive paid leave for all federal holidays and will begin accruing PTO (sick/vacation/personal) on January 1, 2026.

Proposed start: May 19th, 2025

Why Join Us?

Join a mission-driven team at Community Counseling Center, where we are dedicated to restoring hope and promoting healing through the provision of high-quality mental health care to all individuals, regardless of their background. Our commitment is to create an environment that is free of judgment and filled with compassion, ensuring that every person feels welcomed and valued as they seek support. Our team consists of highly trained, skilled, and licensed therapists who uphold the highest ethical standards in their practice. By joining us, your role will be instrumental in directly supporting our ongoing efforts to dismantle financial barriers that often prevent individuals from accessing essential therapy services, whether they are insured or uninsured.

Become a vital part of a community that genuinely recognizes and appreciates the intrinsic value of every individual. Together, we are making a tangible difference in Wilmington and beyond, fostering a culture of understanding and support. We invite you to visit our website to learn more about our rich history, the impact we have made in the lives of those we serve, and the various ways you can contribute to our mission. Your involvement can help us continue to provide critical mental health services that empower individuals to lead healthier, more fulfilling lives.

How to Apply

To apply for this position, please submit your resume and a brief email acknowledging your interest and alignment with the role. Both documents should be sent via email to wantcounseling@cccilm.org with the subject of “CCC Client Liaison: NAME”. This position will remain open until it is filled, meaning that applications will be reviewed on a rolling basis.

The Community Counseling Center is proud to be an equal opportunity employer, committed to fostering an inclusive workplace where diversity is valued and all individuals have the opportunity to thrive. We encourage applications from candidates of all backgrounds and experiences.

The above statements are intended to describe the general nature and level of work being performed by the incumbent assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified.