Administrative Assistant/Receptionist (Part-Time)

ADMINISTRATIVE ASSISTANT (Part-time)

FRONT OFFICE AND FACILITIES SUPPORT

The successful front office and facilities support (FOFS) candidate will be responsible for assisting the Executive Director and Office Manager in managing the building systems, office equipment, and day to day operations of our business practices as well all assisting in front office customer interface responsibilities. This position will focus on providing a safe and effective work environment for the His Story team, and His Story clients, allowing us all to be as effective as we can be.

Duties include working closely with Executive Director and Clinical Director to provide a healthy office environment. Additionally, FOFS will work closely with Office Manager to provide support in maintaining healthy client relations, including collecting payments and initiating client intake to managing phone calls, emails, and other front office activities. This position requires a person with experience in office management and customer service, with an attention to detail and the ability to see a project through to completion. Strong customer service skills and a pleasant personality is a must for this role as it will be the face of His Story to the public.

His Story is a Christian faith-based non profit whose mission is make mental health accessible in our community.

TASKS

FRONT OFFICE/ADMIN

- Answer phone and respond to client needs.

- Greet and assist clients arriving for sessions.

- Process payments, schedule appointments when necessary.

- Interact with clients and potential clients to assure paperwork is in place prior to session.

- Work with Office Manager and Clinical Director to Maintain HIPAA compliant filing system and organized forms online and hardcopy.

- Oversee EHR Form management uploading and scanning.

- Work with Office Manager to assure office supplies and facilities needs are stocked.

FACILITIES

- Manage life safety including fire inspections, AED, fire extinguisher, and keys.

- Manage Janitorial, HVAC, FAX, Phone and Security vendors for ongoing services.

- Maintain building supplies including paper goods, soap, lightbulbs, and other consumables.

- Manage camera system and applicable vendor.

OTHER ROLES AS DEFINED

As with anyone on the His Story team, tasks may be assigned outside of this job description to be performed as additional assignments. Additional assignments assigned will be done so while keeping within the nature of the role’s generally defined task list.

SKILLS and EXPERIENCE

Candidate should have superior relational skills and above average skills in Microsoft office products including Word, Excel, SharePoint and Outlook, as well as basic ADOBE products, and be able to navigate our scheduling software with some level of competence. High school diplopma or GED (college degree preferred) and at least 5 years office employment required. A basic understanding of building systems and experience working in a HIPAA compliant office is a plus.

HOURS

5 days a week – 20-25 hours a week

Monday 12:30 – 5:30

Tuesday 12:30 – 5:30

Wednesday 12:30 – 5:30

Thursday 12:30 – 5:30

Friday 10:00 – 3:00

PAYSCALE

$20 - $25 / hour

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 25 per week

Benefits:

• Paid time off

Schedule:

• 4 hour shift
• Monday to Friday

Application Question(s):

• Available to work set hours in job description (Y/N)

Experience:

• Medical office: 1 year (Required)
• Mental Health Office: 1 year (Required)

Work Location: In person