Office Assistant

Position: Office Assistant

Reports to: Chief Executive Officer (CEO)

Type: Administrative

Status: Full-time, Non-Exempt (Hourly)

Rates: $19.23/hour (equivalent to $40,000 per year)

Schedule: 40 hours per week, with a 30-minute break per shift

Benefits: Eligible

Location: Hybrid – remote and in-office (must have home office/confidential space)

Travel: Up to 50% for errands and other assigned tasks

About Perez Therapy, LLC

Perez Therapy, LLC provides individual, couples, and family therapy services. We are dedicated to enhancing community well-being through professional and compassionate therapeutic services, with an emphasis on serving minority populations, BIPOC, Spanish-speakers, and LGBTQIA individuals.

Role Overview

The Office Assistant will provide general office support, assisting in administrative and operational tasks to ensure efficiency across the practice. This position plays a key role in maintaining the organization of office operations, supporting staff, and contributing to the overall success of the practice.

Position Requirements

• High School Diploma or equivalent.
• At least 1 year of office or administrative experience preferred.
• Experience in a healthcare or mental health setting preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Must be able to type 40 to 60 words per minute (WPM), verified through a typing test.
• Proficient in Microsoft Office and Google Workspace (Docs, Sheets, Gmail, Calendar).
• Comfortable working in a fast-paced environment with shifting priorities.
• Must have flexibility for occasional schedule adjustments to meet operational needs.
• Must be able to work on-site at Perez Therapy locations, the CEO’s residence, and remotely from home.
• Active Pennsylvania driver’s license;
• Must have a confidential home/remote work environment for answering phones and handling sensitive information.
• Criminal History, Child Abuse, and FBI Fingerprinting Clearances required.

Duties and Responsibilities

Administrative & Office Support:

• Answer phone calls, manage emails, and direct inquiries to the appropriate staff.
• Maintain office supplies and ensure proper inventory management.
• Assist with scheduling and coordinating appointments for staff and clients.
• Assist in organizing and maintaining electronic client files, including scanning, uploading, and file management.
• Provide data entry and maintain accurate records in company systems, including the Electronic Health Record (EHR).
• Support company-wide communications, including internal emails and external outreach.

Operations & Office Maintenance:

• Ensure office spaces are clean and well-maintained (light cleaning of bathrooms, waiting areas, and offices).
• Track office repairs, maintenance requests, and coordinate vendor services.
• Assist with organizing company events, meetings, and special projects.
• Ensure compliance with office policies and procedures.

Billing & Client Support:

• Assist with insurance eligibility verification and client registration.
• Follow up with clients regarding outstanding paperwork, billing, or scheduling needs.
• Ensure proper documentation and accuracy in client records.

Marketing & Outreach:

• Assist in preparing marketing materials and maintaining social media updates.
• Help with community outreach efforts and organizing promotional events.
• Support relationship-building efforts with referral sources and community partners.

Financial & Confidential Data Handling:

• Trusted with a company credit card for making approved purchases. Requires meticulous adherence to budget limits and purchase approval processes.
• Responsible for entering data into the company EHR while maintaining strict client confidentiality and HIPAA compliance.

Driving & Errands:

• Must possess an active driver’s license and travel up to 50% within the Philadelphia metro area for errands and event support.

Physical & Scheduling Requirements:

• Ability to lift up to 20 pounds and perform minor physical tasks such as organizing supplies.
• Ability to follow detailed instructions for assembling furniture and setting up equipment.
• Must have flexibility for occasional schedule adjustments to meet operational needs.
• Availability to cover morning, evening, and weekend shifts as needed, for tasks like events/marketing support, or reviewing eligibility on the weekend with rotating requirement rotating schedule for weekend eligibility review)

Policies & Procedures Compliance:

• Mandated Reporting: Immediately reports any suspected child abuse to Pennsylvania Child Line within one hour (or soonest possible) and submits required documentation to Philadelphia DHS per company policy.
• Incident & Emergency Reporting: Reports incidents to the CEO immediately upon being informed of any emergencies. Ensures documentation is filed appropriately.
• Confidentiality & Non-Disclosure: Ensures that all client, company, and CEO-related information remains confidential and cannot be disclosed to any third party.

Other Responsibilities:

• Handle any other duties as assigned by the CEO, including occasional support for executive tasks.

How to Apply:

• Interested candidates should submit a resume and cover letter with “Office Assistant” in the subject line to .

Job Type: Full-time

Pay: Up to $40,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Morning shift
• Rotating weekends
• Weekends as needed

Application Question(s):

• Do you comply with the Reliable Transportation Requirement?

Reliable transportation required: This role will involve routine errands, such as picking up supplies or delivering documents. Candidates must have a personal vehicle, a valid driver’s license, and active auto insurance. Proof of insurance will be required upon hiring. Mileage reimbursement will be provided for work-related travel.

• Video Introduction Link:

Submitting a video introduction is required to be considered for this position.

Please upload a short video (1-2 minutes) introducing yourself and explaining why you’re interested in this role.

You can upload your video to Google Drive, Dropbox, or YouTube (set to “Unlisted”) and paste the link here. Applications without a video will not be considered.

• Cover letter and Resume Link:

You can upload your video to Google Drive, Dropbox, or YouTube (set to “Unlisted”) and paste the link here. Applications without a cover letter & resume will not be considered.

Work Location: Hybrid remote in Philadelphia, PA 19125

Salary : $40,000