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. Due to client needs, we require someone bilingual in Spanish.

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:

At least 1 year of previous experience in secretarial, receptionist, or office support work is required Spanish language fluency is required. 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 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 driver's license and reliable, insured transportation (as needed for travel between clinics). Ability to maintain positive working relationships with staff, clients, vendors, and community partners.