Administrative Assistant/Client Services

$62,400 - $62,400/Yr

Blackhawk Family Development Center - Danville, CA

Part-time - Entry Level

Onsite - Danville, CA

About the position

The Administrative Assistant/Client Services position at Blackhawk Family Development Center is a vital role that serves as the first point of contact for clients seeking counseling and psychological services. This position emphasizes a friendly and respectful interaction with clients, ensuring they feel welcomed and supported. The role requires a creative and organized individual who can manage multiple tasks efficiently while providing general support to clients and their families. The assistant will also handle various administrative duties, including content creation for social media, client intake processes, and maintaining organized records.

Responsibilities

• Greet clients and provide a friendly, respectful, and helpful tone in all interactions.
• Assist in various duties as needed, demonstrating flexibility and willingness.
• Create content for the company's blog and social media platforms.
• Handle administrative requests from the CEO and management team.
• Communicate continuously with the management team through daily email summaries.
• Perform childcare duties for 2-4 children, including transportation as needed.
• Provide general support to clients and their families, including refreshments and cleaning.
• Conduct client intake phone calls and maintain accurate records of intakes.
• Respond to client inquiries within 24 hours and follow up after 48 hours.
• Ensure all client intake documents are completed prior to the first session.
• Scan client documents into their respective files.
• Reorder and restock supplies as needed.
• Refill water dispensers with new water jugs.
• Organize and coordinate schedules for therapists and clients using Simple Practice portal.
• Create and email monthly superbills using Simple Practice and Microsoft Word.
• Write and distribute emails, memos, and letters on behalf of other staff.
• Prepare offices for meetings with necessary supplies and technology.
• Create documents for the corporation, including doctor's notes for clients.
• Collect and process incoming/outgoing mail.
• Coordinate maintenance and assistance with vendors as needed.
• Maintain organized administrative files and perform filing and shredding tasks.
• Create copies and bind documents as required.
• Provide care and assistance for therapy dogs as needed.
• Maintain cleanliness in the office by vacuuming, dusting, and wiping tables.
• Start the dishwasher and manage clean dishes.
• Break down boxes for recycling and manage trash disposal.
• Run errands for the business, including vehicle maintenance and supply procurement.
• Maintain an organized workspace and provide support to therapists as needed.
• Open and close the office as required.

Requirements

• Bachelor's Degree preferred.
• Coursework in Psychology, Child Development, or equivalent preferred.
• Valid driver's license and clean driving record required.
• Must be willing to undergo and pass a full background check.
• Excellent written and verbal communication skills.
• Highly organized and efficient in follow-through.
• Flexibility and ability to multi-task and solve problems.
• Familiarity with Google Suite, Excel, Word, and PowerPoint.
• Ability to learn new electronic scheduling platforms.
• Self-starter with problem-solving skills.
• Knowledge of office management systems and procedures.

Nice-to-haves

• Experience with Google Suite for at least 1 year.
• Customer service experience for at least 1 year.
• Tech-savvy, especially with Apple products.

Benefits

• Pay starting from $30.00 per hour.
• Part-time schedule with potential for more hours.