Office Assistant

Overview

The Office Assistant (Administrative) is a key member of our front office team, helping create a welcoming, organized, and supportive environment for clients, staff, and visitors. This role handles a variety of general office tasks, such as answering phones, scheduling appointments, assisting with billing, and maintaining day-to-day office operations.

• Serve as the first point of contact by answering phones and welcoming clients and visitors.
• Perform general clerical and office support tasks such as filing, scanning, copying, and preparing letters or forms.
• Assist with purchasing and managing office supplies to ensure the team has what they need.
• Support the scheduling of appointments for therapists and psychiatrists.
• Take basic vitals from clients as needed (training provided).
• Maintain accurate and confidential records, files, and case entries.
• Help with printing, scanning, and preparing documents for staff and clients.
• Support billing and fee collections as needed, including reconciling payments.
• Provide coverage for other Office Assistants during absences.
• Keep the front office and shared spaces clean and orderly.
• Maintain professional and respectful communication with clients, coworkers, and supervisors at all times.
• Handle emergencies calmly and efficiently, following agency protocols.
• Take notes and assist in report preparation when requested.
• Complete other tasks and projects as assigned by supervisors.

• Previous experience in administrative, receptionist, or office support work.
• High school diploma or equivalent required.
• Completion of 2 years of college coursework in Business Administration (preferred but not required).
• Strong verbal and written communication skills in English.
• Spanish language fluency is preferred
• Basic math skills and attention to detail.
• Ability to learn and use Electronic Health Record (EHR) systems.
• Intermediate computer skills, including Microsoft Word, Excel, Outlook, PowerPoint, Office 365, Teams, and Zoom.
• Valid drivers license and reliable, insured transportation.
• Ability to maintain positive working relationships with staff, clients, vendors, and community partners.