Description

The Office Assistant is responsible for data entry, organizing and coordinating the schedule and contact between parents and therapists. The Administrative Assistant must ensure excellent organizational effectiveness, efficiency, and quality of care. The Administrative Assistant must maintain a cheerful, professional and patient disposition at all times. A can-do attitude is a must.

ESSENTIAL DUTIES:

• Excellent and reliable attendance and punctuality• Assist the Director and/or Office Manager with communications to staff andfamilies regarding the office/clinic• Monitor and field all phone calls and/or e-mails• Ensure filing systems, both physical and digital records, are maintained and up todate, organized and detailed• Ensure protection and security of files and records (maintain a record of currentlogin credentials and security codes)• Demonstrate effective decision-making ability• Keep a daily log of jobs and duties completed• Send necessary reports to supervisor• Maintain a tidy and organized personal workspace

Other Duties:

• Maintain office efficiency and cleanliness - following protocols and meetingdeadlines• Maintain and replenish back-office supplies• Maintain all office equipment• Other duties as required by the COO and/or Office Manager

Requirements

WORKING CONDITIONS AND ENVIRONMENT:

Work is performed in an indoor office environment with moderate noise, light andtemperature levels. Position requires frequent interaction with multiple individuals. Workmay be stressful on occasion. Some evening and weekend work may be necessary fromtime to time. The workplace environment for this position is generally collaborative and supportive, but a number of routine tasks require the employee be self-directed and work independently.

PHYSICAL DEMANDS OF THE JOB:

The physical demands described in the following paragraphs are representative of thosethat must be met in order to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, and locomote throughout the office. The employee is frequently required to speak and hear. The employee is occasionally required to reach with hands and arms, stoop, bendand/or twist at the waist, and kneel or crouch. The employee must frequently lift and/or move up to 10 pounds.

Most of the day is spent sitting at a desk (for up to 6.5 hours in an 8-hour day),communicating by telephone, entering data with a computer keyboard and reviewingemails and other documents or data on the computer screen. Work requires well-developed typing skills and sufficient manual dexterity to operate a keyboard, calculator,telephone, copier, scanner, fax machine, and other office equipment as necessary. Vision must be correctable to levels that allow performance of tasks inherent to commonoffice work. Specific vision abilities required by this job include close vision, mid- rangedepth perception and the ability to adjust focus. Appropriate vision breaks should be taken as necessary. Hearing must be correctable to an acceptable range for clear and efficient telephone communications.

MENTAL DEMANDS OF THE JOB:

Position requires the mental ability to apply common sense understanding to carry outinstructions furnished in written, oral, or diagram form. Position requires alertness and the ability to respond quickly and appropriately to various administrative and/or logisticalchallenges and to emotional or otherwise sensitive situations or issues that occasionallyoccur. Position requires common-sense decision-making and the ability to discern whena situation must be escalated to the Director or other manager. Discretion, diplomacy, and a calm demeanor are paramount.