Office Assistant/Scheduler

JOB SUMMARY
The Admin Assistant/Scheduler is responsible for data entry, organizing and coordinating the schedule and contact between parents and therapists. The Administrative Assistant/Scheduler must ensure excellent organizational effectiveness, efficiency, and quality of care. In addition, the Administrative Assistant/Scheduler is responsible for monitoring and fielding all phone calls, emails, and faxes as they come into the office. As the organization’s first point of contact with our clients and potential clients, the Administrative Assistant/Scheduler must maintain a cheerful, professional and patient disposition at all times. A can-do attitude is a must.

ESSENTIAL DUTIES:

• Excellent and reliable attendance and punctuality
• Assist the Director and/or Office Manager with communications to staff and families regarding the office/clinic
• Monitor and field all phone calls and/or e-mails
• Ensure filing systems, both physical and digital records, are maintained and up to date, organized and detailed
• Ensure protection and security of files and records (maintain a record of current login credentials and security codes)
• Demonstrate effective decision-making ability
• Keep a daily log of jobs and duties completed
• Send necessary reports to supervisor
• Maintain a tidy and organized personal work space

Other Duties:

• Maintain office efficiency and cleanliness - following protocols and meeting deadlines * Maintain and replenish back office supplies
• Maintain all office equipment
• Other duties as required by the COO and/or Office Manager

Education and Experience

• Must have a High School Diploma
• One-year experience performing varied general office or clerical functions

WORKING CONDITIONS AND ENVIRONMENT:

Work is performed in an indoor office environment with moderate noise, light and temperature levels. Position requires frequent interaction with multiple individuals. Work may be stressful on occasion. Some evening and weekend work may be necessary from time to time. The workplace environment for this position is generally collaborative and supportive, but a number of routine tasks require the employee be self-directed and work independently.

PHYSICAL DEMANDS OF THE JOB:

The physical demands described in the following paragraphs are representative of those that must be met in order to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, and locomote throughout the office. The employee is frequently required to speak and hear. The employee is occasionally required to reach with hands and arms, stoop, bend and/or twist at the waist, and kneel or crouch. The employee must frequently lift and/or move up to 10 pounds.

Most of the day is spent sitting at a desk (for up to 6.5 hours in an 8-hour day), communicating by telephone, entering data with a computer keyboard and reviewing emails and other documents or data on the computer screen. Work requires well-developed typing skills and sufficient manual dexterity to operate a keyboard, calculator, telephone, copier, scanner, fax machine, and other office equipment as necessary. Vision must be correctable to levels that allow performance of tasks inherent to common office work. Specific vision abilities required by this job include close vision, mid- range depth perception and the ability to adjust focus. Hearing must be correctable to an acceptable range for clear and efficient telephone communications.

MENTAL DEMANDS OF THE JOB:

Position requires the mental ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Position requires alertness and the ability to respond quickly and appropriately to various administrative and/or logistical challenges and to emotional or otherwise sensitive situations or issues that occasionally occur. Position requires common-sense decision-making and the ability to discern when a situation must be escalated to the Director or other manager. Discretion, diplomacy, and a calm demeanor are paramount.Knowledge, Skills, and Abilities Required

• Required - Proficiency in Microsoft Word, Excel, PowerPoint
• Precedency in English (Speak, Read, Write)
• Proficiency in Spanish (Speak, Read, Write) (Preferred)

Job Types: Full-time, Part-time

Pay: $17.00 - $22.00 per hour

Schedule:

• 4 hour shift
• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 2 years (Preferred)

Language:

• Spanish (Preferred)

Work Location: In person

Salary : $17 - $22