Administrative Assistant/Client Services

The Blackhawk Family Development Center is a one-of-a-kind therapeutic family treatment center that adopts a concierge approach to meet our clients’ individual needs. When clients enter our space, they do not feel the stigma of a doctors office, rather, they experience an extension of home. Our approach to therapy is family systems, strength-based, solution-focused, out-of-the-box, committed and creative!

The administrative assistant/client relations position reports to the CEO and is the first person that clients contact for counseling, psychological testing, and all other services. Greeting clients and speaking to them with a friendly, respectful, honest, and helpful tone is required. Willingness to assist in various duties, at any given time is a must. The administrative assistant will be creative, organized, a self-starter and will be able to manage various tasks at once. *Must love animals & children.

Examples of administrative assistant duties:

• Content creation for company's blog and social media (Instagram, Facebook, Google Business, etc.).
• Handling administrative requests from the CEO and other members of the management team.
• Continuously communicating with management team through start of shift and end of shift email summaries that include projects/tasks to be worked on/completed, cancellations received for services, new clients, numbers for the day and other productivity or important notes in regards to the day.
• May require childcare duties for 2-4 children including transportation.
• Providing general support to clients and their families (providing drinks, food, cleaning after, etc).
• Performing client intake phone calls and emails and maintaining accurate records of those intakes via written or digital notes.
• Responding to client inquiries within 24 hours and following up after 48 hours.
• Collecting and ensuring that all client intake documents are completed prior to the first session.
• Scanning client documents into client’s file.
• Re-ordering and restocking supplies (kitchen/coffee, food and drinks, office supplies, therapy materials).
• Refilling water dispensers with new 5 gallon water jugs.
• Organizing and coordinating schedules for therapists and clients using Simple Practice portal.
• Creating and emailing monthly superbills using Simple Practice and Microsoft Word.
• Writing and distributing emails, memos, letters, scanned forms, sometimes on behalf of other staff.
• Preparing offices for meetings with appropriate technology, supplies, food, etc.
• Creating documents as needed for corporation including doctor’s notes for clients.
• Collecting and processing incoming/outgoing mail.
• Coordinating maintenance and assistance as needed with vendors (Comcast, Verizon, Alhambra, etc.).
• Coordinating maintenance and assistance as needed, tracking lease renewal dates.
• Maintaining organized administrative files, filing, shredding documents accurately.
• Creating copies of documents, binding documents.
• Providing care and assistance for therapy dogs as needed.
• Vacuuming, dusting, wiping tables to maintain a clean office.
• Starting dishwasher, putting away clean dishes.
• Breaking down boxes for recycling, taking trash out as needed.
• Running errands for the business (filling company cars with gas, taking cars for maintenance, getting office or therapy supplies, etc.).
• Maintaining organized work space.
• Providing support as needed to therapists.
• Opening and closing office as needed.
• Other duties may also be assigned.

Education:

• Bachelor’s Degree preferred
• Coursework in Psychology, Child Development, or equivalent preferred

Requirements:

• Valid driver’s license and clean driving record required
• Must be willing to undergo and pass a full background check, as the position requires direct supervision of children.

Knowledge, Skills and Abilities:

• Excellent written and verbal communication skills, as the position requires daily interactions with clients and clinicians.
• Highly organized and efficient in follow-through.
• Flexibility, ability to multi-task and problem-solving skills.
• Must have current driver’s license and clean driving record.
• Familiarity and experience with Google Suite, Excel, Word, Powerpoint, ability to learn new electronic scheduling platforms.
• Electronic knowledge including connecting and cleaning bluetooth printer, Apple iMac and iPad.
• Self-starter - finding things to be done around the office if ever down time; problem solver.
• Office management systems and procedures.
• Willing and able to receive constructive feedback & apply it.
• Able to pivot & move organically with growth of small company.

Physical Requirements:

• Frequently sit or stand and perform desk based computer tasks.
• Frequently stand/walk, grasp lightly/fine manipulation, use a telephone, and write by hand.
• Rarely kneel/crawl, climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp forcefully; sort/file paperwork or parts, scrub/sweep/mop/chop/mix, operate foot and/or hand controls, lift/carry/push/pull objects that weigh up to 10 pounds.

*Consistent with its’ obligations under the law, the Blackhawk Family Development Center will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Working Conditions:

• Required hours are Monday-Friday 12-6p at minimum, more hours available.
• Employee will be required to come into the office during scheduled hours.

Work Standards:

• Interpersonal skills:
• Demonstrates ability to work well with Blackhawk Family Development Center colleagues and clients and with external organizations.
• Promote culture of safety:
• Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors.

What would make us say, “Wow!”:

• You love animals, are great with kids, & are easy to talk to.
• Desire to serve other people and help them succeed.
• Familiarity and experience with Google Suite, Excel, Word, PowerPoint.
• Tech Savvy - experience working with Apple products.

Job Type: Part-time

Pay: From $30.00 per hour

Schedule:

• Evening shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Google Suite: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

Work Location: In person