Administrative Assistant

JOB TITLE: Administrative Assistant

DEPARTMENT: Psychotherapy Private Practice

GENERAL JOB DESCRIPTION

Administrative Assistant (AA) is responsible for supporting the Mental health professionals to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities. The AA duties include but not limited to:

Providing administrative support to ensure efficient operation of office. Answering phone calls, scheduling meetings and supporting visitors and clients.

Carries out administrative duties such as filing, typing, copying, binding, scanning etc.

Completing operational requirements by scheduling and assigning administrative projects and expediting work results. Making travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.

Light office maintenance (taking out office trash, dusting desks, sweeping and maintaining coffee area)

AA must:

Exhibit polite and professional communication via phone, e-mail, and mail.

Supports team by performing tasks related to organization and strong communication.

Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities. Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.

Provides information by answering questions and requests.

Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.

Contributes to team effort by accomplishing related results as needed.

MAJOR DUTIES AND RESPONSIBILITIES

Answer phones and greet visitors

Schedule appointments and maintain calendars Schedule and coordinate staff and other meetings Collate and distribute mail

Prepare communications, such as memos, emails, invoices, reports and other correspondence Write and edit documents from letters to reports and instructional documents

Create and maintain filing systems, both electronic and physical Manage accounts and perform bookkeeping

Billing and communicating with insurance companies, families and clients to assure appropriate compensation for the practice

Keep office Tidy

MINOR DUTIES AND RESPONSIBILITIES

Restock low stock supplies and other office items Order lunch

Help organize and plan events, retreats, group therapy, workshops, etc. as needed

QUALIFICATIONS FOR THE JOB

Education:

High school diploma or equivalent education required 3 years of administrative assistant experience

Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, Microsoft PowerPoint and Adobe Acrobat Valid driver's license and current automobile insurance

Experience:

Reporting Skills Administrative Writing Skills Microsoft Office Skills Managing Processes Organization

Analyzing Information Professionalism Problem Solving Supply Management Inventory Control Verbal Communication

KEY COMPETENCIES

Decision-making: Administrative Assistants have to make independent decisions on a daily basis, addressing the best way to handle specific tasks.

Communications and collaboration: An Administrative Assistant must collaborate with other administrators and support personnel, management and clients on a regular basis.

Organizational skills: Organization and prioritization are the core elements of the Administrative Assistant's responsibilities. You must know how to keep yourself and others organized and how to determine which tasks are the most important in a given list.

Writing: Spelling, punctuation, sentence structure and writing are essential to an Administrative Assistant, who must be proficient in a variety of styles, from creative to professional to technical to education and more.

Job Type: Part-time

Salary: From $16.00 per hour

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location