• This is a part-time, non-exempt, hourly position working Monday – Friday for an average of 20 hours per week. 

• On-site and remote work location options are available.  The hourly rate range is $23.00-$26.00 per hour, depending on experience.   

• Part-time employees earn 1 hour of Sick and Safe leave for every 30 hours they work up to 40 hours per year. 

• Employees working 20 hours per week are eligible for a 10% tuition discount for enrolled children at Chapelgate Christian Academy, as budget allows..

• Bachelor’s degree in Business Administration or a related field preferred; equivalent experience may be considered.

• 2+ years of administrative, client services, office management, healthcare administration, counseling center, nonprofit, or ministry support experience.

• Demonstrated ability to communicate with warmth, professionalism, discretion, and empathy when interacting with individuals in sensitive situations.

• Strong organizational and time-management skills with the ability to manage multiple priorities, follow through on details, and meet deadlines consistently.

• High level of integrity and ability to maintain strict confidentiality regarding client, financial, and organizational information.

• Experience working with databases, spreadsheets, scheduling systems, and electronic records platforms.

• Proficiency in Microsoft Office and/or Google Workspace, including Excel or Google Sheets.

• Ability to learn and effectively use practice management software such as SimplePractice and financial/payment systems including PayPal and expense management tools.

• Strong written and verbal communication skills, including professional email correspondence and follow-up communication.

• Ability to work collaboratively with counselors, ministry partners, clients, and leadership while maintaining professionalism and grace under pressure.

• Detail-oriented with strong problem-solving and follow-up skills.

• Ability to handle billing inquiries, payment tracking, and basic financial reconciliation accurately and responsibly.

Client Intake & Inquiry Management

• Serve as a welcoming first point of contact for individuals and families seeking care, responding with warmth and professionalism to inquiries received by phone or Inquiry Form.

• Listen attentively to gather missing intake information, answer questions about our counseling services, and provide basic guidance on payment.

• Steward client information faithfully by transferring inquiry data to the Intake Tracking Spreadsheet and entering client records into Simple Practice.

• Follow up with prospective clients who have incomplete intake forms, ensuring no one falls through the cracks; reset portal links as needed.

• Coordinate with counselors to confirm availability and match new clients to the right care.

Client & Counselor Administration

• Maintain and update counselor appointment spreadsheets, tracking session goals against monthly budget targets to support the ministry’s long-term sustainability.

• Maintain accurate and confidential client records and administrative notes in Simple Practice, honoring the trust placed in us by those we serve.

• Serve as a reliable resource for counselors by responding to questions related to billing, payments, benevolence, and intake processes.

• Follow up with counselors on uncharged sessions, missing monthly spreadsheets, and third-party payer sessions to ensure faithful stewardship of ministry resources.

Benevolence Program Administration

• Communicate with care and discretion with clients and counselors regarding benevolence needs and the application process.

• Prepare benevolence applications for Executive Director review and track approvals on the Master Benevolence Spreadsheet, ensuring those in need are served promptly.

• Update counselor spreadsheets and Simple Practice records following approvals; monitor expiration dates so benevolence commitments are honored in full.

• Process split payments and maintain thorough benevolence documentation as an act of faithful stewardship.

Third-Party Payer Coordination

• Build and maintain relationships with church and ministry partners, coordinating communication between clients, counselors, and third-party payers.

• Process payments faithfully, send receipts and invoices promptly, and maintain Consent for Release of Information documentation with care.

• Track covered sessions in Simple Practice and on counselor spreadsheets; manage active and inactive payer lists to honor commitments made to ministry partners.

Office, Events & Executive Support

• Order supplies, maintain hospitality items, and coordinate room reservations with CPC, creating an environment that reflects the warmth and welcome of our ministry.

• Prepare and restore meeting spaces for counselor gatherings, luncheons, and ministry events with care and excellence.

• Provide faithful and flexible administrative support to the Executive Director, contributing to the mission of the whole organization.

• Assist with event logistics and coordinate donor and client correspondence in a manner consistent with LCCM’s voice and values.

Financial Administration Support

• Reconcile PayPal donations and track counselor payment data from monthly spreadsheets, treating every gift as a sacred trust from donors who share our mission.

• Follow up on billing discrepancies and assist with unpaid invoice collections to protect the ministry’s financial health.

• Process split payments and upload and categorize Divvy/Bill Spend receipts with appropriate account coding, reflecting integrity in all financial matters.

All candidates should be comfortable signing our Statement of Faith before applying.