Front Desk Clerk/Operations Assistant

Front Office Clerk Position Description

The Therapeutic Play Foundation (TPF) is a Pasadena-based non-profit organization that has a mission to build group esteem and collective liberation in under-resourced communities to empower a healthier, more resilient world through empowerment, education, mindfulness, art and play. ​We aim to assist children and their families to improve resilience and coping skills; thereby improving overall family health and by extension, overall community health.
Our philosophy is that we will support family units to stimulate the healthy, happy, and secure development of the whole child: socially, emotionally, cognitively, physically, morally, and creatively. Our founding members were Black mental health professionals specializing in family dynamics and play therapy. Our underlying aim of our efforts continues is to decrease disparities in access to self-care opportunities and resources that improve health and wellness in Black families.
The Therapeutic Play Foundation offers community-based strategies and awareness building interventions that focus on family functioning and the building of self-care routines as an act of absolute rebellion. We provide direct counseling, education workshops, community advocacy and outreach as well as holistic wellness services such as yoga, acupuncture, occupational therapy and maternal mental health focus/Doula support.

Enhanced Care Management (ECM) is a statewide benefit available to select members with complex needs. Enrolled members receive comprehensive care management from a single lead care manager who coordinates all their health and health-related care, including physical, mental, and dental care, and social services. Enhanced Care Management makes it easier for members to get the right care at the right time in the right setting, and receive comprehensive care that goes beyond the doctor’s office or hospital.

Position Title: Front Office Clerk/Operations Assistant

Status: Now recruiting FTE W2 Employee at $25-$30 per hour ($4,000-$4,800 monthly). Pay rate commensurate with experience.

Reports to: HR/Operations Director and Executive Director

Overview: The Therapeutic Play Foundation is seeking its support staff to serve as an integral part of the team to help the leadership of TPF with front office coordination, operations, and customer service through its next phase of growth in partnership with the Executive Director, Board of Directors and clinical and administrative staff.

Position Summary: The Front Office Clerk is a vital member of the office team, providing administrative and clerical support to staff and clients. Duties include answering phones, handling retail sales, client check-in, copayment collection, as well as  general operational and administrative support. The ideal candidate will have 1-2 years of experience in a front office or administrative setting, excellent customer service skills, and proficiency in Microsoft Office Suite. This is a fully in-person position with no opportunities for remote work.

Duties and Responsibilities: 

• Reports to office in-person daily unless otherwise assigned to another site. 

• Will support the team, as needed, with welcoming visitors and identify the purpose of their visit before directing them to the appropriate personnel or department.

• Screens all incoming phone calls, inquiries, visitors, and correspondence, and routes accordingly on phone provided

• Provide administrative and clerical support to staff and clients, including answering phones, handling retail sales, client check-in, and general administrative support.

• Ensure the office is clean, fully stocked, and presentable.

• Act as a support person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.

• Assist with the management TPF money deposits and other assigned fiscal duties

• Take copayments of clients and document in copayment spreadsheet

• Organize and schedule meetings and appointments as directed.

• Maintain office policies and procedures.

• Utilize Slack and G Suite to communicate with team.

• Support TPF operations and procedures.

• Coordinates travel arrangements, prepares itineraries, plans logistics, and submits expense reports when assigned

• Oversees projects to ensure they meet sensitive timelines and communicates effectively to track projects assigned.

• Manage office equipment and ensure optimal operations.

• Maintain filing systems and ensure they are current.

• Establish and monitor procedures for record-keeping.

• Ensure security, integrity, and confidentiality of data.

• Monitor and maintain office supplies inventory.

• Review and approve office supply acquisitions.

• Handle customer inquiries and complaints.

• Maintain a safe, secure, and pleasant work environment.

• Run errands as needed to support office operations and special events.

• Maintains confidentiality of highly sensitive information

• Manages complex office administrative work, requiring the use of independent judgment and initiative

• Maintains comprehensive and accurate records and notes for meetings that they are present in

• Performs some outreach and coordination duties as assigned

• Meets sensitive timelines and communicates effectively to track projects assigned.

• Attain a general understanding of our operational systems such as: Google Workplace, Therapy Notes, Slack, Alleva, Intake Q, Quickbooks, Asana, Zoom, and Blue Print. Ensure systems are running smoothly. Notify Leadership of any concerns issues related to systems utilized.

• Assist in creating content for social media by documenting activities/events in office/community when assigned.

• Assist with managing completion of Admin Tasks assigned in Slack. 

•  Assist with outreach events (day of and planning coordination) 

•  Assist in the growth and expansion of programming of TPF.
   

Experience: 

Minimum Requirements

• One year of customer service, administrative, office or executive assistant experience, preferably in human services, possess demonstrated commitment to customer service

• Professional or personal experience supporting individuals with disabilities, mental illnesses, or challenging behaviors highly preferred

• High School Diploma or equivalent required, Bachelor’s in related field preferred

• Salary will be commensurate with education and experience.