Office Assistant

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 supports day-to-day clinic operations by managing phones, scheduling, paperwork, basic administrative tasks, and assisting with office flow so our clinical teams can stay focused on client care.

What You’ll Do (Essential Functions)

• Greet and assist clients, visitors, and staff in a professional, friendly, and trauma-informed manner.

• Answer phones, route calls appropriately, take accurate messages, and support a positive client experience.

• Schedule, confirm, and update appointments; assist with calendar coordination for clinicians and providers.

• Perform clerical tasks including filing, scanning, copying, data entry, and preparing basic letters/forms.

• Support intake paperwork and ensure documents are complete, accurate, and handled confidentially.

• Assist with billing and fee collection support as needed (training provided), including basic reconciliation tasks.

• Maintain accurate records and support front office workflows in alignment with confidentiality standards.

• Order and manage office supplies; help keep common areas organized and client-ready.

• Support document preparation for staff and clients (printing, assembling packets, scanning to charts, etc.).

• Assist with basic vitals as needed (training provided), if applicable to the clinic workflow.

• Coordinate with teammates to keep the front desk covered and operations running smoothly.

Minimum Qualifications

• High school diploma or GED required.

• 1+ year of experience in an office, administrative, reception, or customer-facing role.

• Strong communication skills (phone, email, and in-person).

• Solid computer skills (email, basic spreadsheets, scanning, document handling).

• Ability to handle sensitive information with professionalism and discretion.

• Reliable attendance and ability to multitask in a fast-moving environment.

Preferred Qualifications

• Experience in a medical, behavioral health, or mental health office setting.

• Familiarity with scheduling systems or EHR/EMR platforms.

• Bilingual (Spanish/English) strongly preferred.

• Experience with insurance verification, copays, or basic billing workflows.