Office Assistant

Start Date: ASAP

Applications accepted until position is filled

Organizational Mission, Vision, and Strategic Commitments

One in five children experience learning and attention challenges that limit their school success. For twenty-five years, Lee Pesky Learning Center has worked together with individuals, families, schools, and communities to understand and overcome obstacles to learning. Our vision is to create a pathway to learning for every child. We have positioned ourselves to positively impact learners throughout the country.

Position

The Office Assistant is responsible for performing front office activities to ensure both good client relations in a welcoming environment and a smoothly functioning office for all service units. This person has primary responsibility for customer service, conveying a first impression of the Center as a welcoming, friendly environment for clients, visitors, and staff; answering phones; interacting with clients and staff; scheduling appointments, and maintaining clinical and academic records. Success in this job requires a strong attention to detail, organization skills, problem solving, and basic technical abilities.

Essential Attributes

Believes in our mission and works tirelessly to help accomplish it
Clearly communicates information
Adapts to different audiences, venues, and challenges
Attends to details and demonstrates organizational skills
Is self-aware, self-determined, strategic, and resilient
Contributes as part of a cohesive team

Principal Duties and Responsibilities

Serve as the customer service representative for all service areas
- Maintain solid client relationships by handling questions and concerns with speed and professionalism
- Respond to correspondence from clients; compose letters or complete form letters; mail information packets and forms to clients
- Assist with intake functions: track record requests (authorizations, release forms, financial assistance applications), manage waiting lists, and provide general descriptions of evaluation and clinical process
- Schedule and confirm appointments, edit, cancel, and re-schedule appointments as necessary according to protocols
- Maintain academic intervention calendars, make follow-up calls, and monitor procedures for re-enrollment
- Create and maintain accurate client records (paper and electronic)
- Perform cashiering functions: distribute financial agreement forms, explain payment policies and rates, receive payments, answer general questions on billing, create client financial folder and verify client account information and submit to bookkeeper.
- Assist with test proctoring
Manage and perform receptionist and clerical responsibilities
- Maintain a welcoming, friendly environment for clients, visitors, and staff
- Answer phones, give information to callers, take messages, and direct calls to appropriate staff
- Process, sort, and distribute mail
- Manage and maintain the cleanliness of the front desk, reception, and client waiting area with a service attitude
Provide administrative support to service areas
- Complete opening and/or closing routines
- Process purchase orders, assist with supply orders, and update inventories
- Monitor and maintain office supplies (including paper and toner in printers)
- Manage office equipment (ordering toner, scheduling maintenance/repairs, monitoring usage, and enter billing statistics)
- Maintain Procedure Manuals and keep Center documents up to date
- Assist with database maintenance and generate reports
- Provide support to Center staff (generating documents/copying/faxing/filing documents, etc.)
- Assist with special projects and other duties as assigned

Essential Job Functions

Communicate effectively through written and spoken English
Use excellent interpersonal skills
Use computer and software applications to accurately type, edit, and retrieve data
Perform office routines of answering and routing phone calls, scheduling appointments, greeting clients, processing purchase orders and incoming/outgoing mail, and maintaining the reception area
Operate standard office equipment (fax, copiers, printers)
Organize and maintain electronic and paper files
Report to work promptly and regularly
Follow directions and work well with others
Ability to multi-task and manage distractions
Work under the stress of deadlines
Concentrate on tasks to complete and perform accurately
React to change productively
Maintain confidential records and files

Qualifications

Minimum education and experience required:
- Associate’s degree (Bachelor’s preferred)
- A minimum of 2 years of administrative assistance experience
Knowledge of:
- Office procedures and equipment operation
- Word, Excel, Outlook, Publisher, PowerPoint, Access, and Salesforce
- Confidentiality rules and regulations
- Basic math skills
Abilities:
- Strong front desk management
- Excellent communication (both verbal and written), interpersonal, and problem solving skills
- Skilled with computers and computerized office programs (MS Word, Access, Outlook, and Excel)
- Ability to input data quickly and accurately
- Ability to recognize errors in source documents and obtain correct information
- Provide effective and efficient customer service
- Ability to handle frequent interruptions
- Maintain accurate filing systems (both electronic and paper)
- Well organized, detail oriented with a cheerful/positive attitude
- Comfortable in a team work situation
- Self-starter with professional demeanor