Office Assistant

Job Summary: The Office Assistant 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.
Essential Job Responsibilities: 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.
Qualifications & Requirements: Previous experience in secretarial, receptionist, or office support work.
High school diploma or equivalent required.
Completion of secretarial coursework or 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; bilingual positions may require assisting monolingual Spanish-speaking clients and families.
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 (as needed for travel between clinics).
Ability to maintain positive working relationships with staff, clients, vendors, and community partners.
Bilingual Skills (If Applicable): For bilingual positions, the following additional duties apply: Communicate fluently in written and spoken Spanish.
Assist Spanish-speaking clients with phone calls, appointments, and questions.
Provide translation support as needed.
Compensation: PositionPay RangeOffice Assistant I$17.04 $20.79 per hour Annual performance-based increases may apply.
Work Environment: This role is primarily based in an office setting.
Youll work at a desk, answer phones, use a computer, and interact regularly with clients, coworkers, and community partners.
Travel between clinic locations may occasionally be required.
Physical Requirements: ActivityRequired?Seeing, hearing, speaking??Sitting for long periods??Standing or walking for long periods??Using hands/fingers (typing, writing, etc.)??Stooping, bending, light lifting/carrying??Climbing stairs or moving between offices??Driving between locationsMay be required If you need accommodations to perform these tasks, please let us know so we can support you.
Probationary Period: New employees will complete a three (3)-month probationary period.
Other Information: This job description outlines the primary duties and qualifications for this role but is not meant to cover every task or responsibility.
Duties may be adjusted as the needs of the agency evolve.
Employee Acknowledgement I acknowledge that I have read and understand the job description for the Office Assistant role at MindDIvers, Inc.
I understand the responsibilities, expectations, and requirements of this position.
I also understand that this is not a contract of employment and that duties may change based on the needs of the organization.
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