Office Assistant

Perez Therapy, LLC Job Position Description Position: Office Assistant Reports to: Office Manager Type: Administrative Status: Full-time, Non-Exempt (Hourly) Salary: $40,000 per year/ salaried-exempt Schedule: 40 hours per week, with a 30-minute unpaid break per shift Benefits: Eligible Location: Hybrid – remote and in-office (must have home office/confidential space) Travel: Up to 50% for errands and other assigned tasks Residency : Pennsylvania Residency Requiret, and must be within 1.5-hour commute to the office from primary residence. About Perez Therapy, LLC Perez Therapy, LLC provides individual, couples, and family therapy services. We are dedicated to enhancing community well-being through professional and compassionate therapeutic services, with an emphasis on serving minority populations, BIPOC, Spanish-speakers, and LGBTQIA+ individuals. Role Overview The Office Assistant will provide general office support, assisting in administrative and operational tasks to ensure efficiency across the practice. This position plays a key role in maintaining the organization of office operations, supporting staff, and contributing to the overall success of the practice. Position Requirements High School Diploma or equivalent. At least 1 year of office or administrative experience preferred. Experience in a healthcare or mental health setting preferred. Strong organizational and time-management skills. Excellent written and verbal communication skills. Must be able to type 40 to 60 words per minute (WPM), verified through a typing test. Proficient in Microsoft Office and Google Workspace (Docs, Sheets, Gmail, Calendar). Comfortable working in a fast-paced environment with shifting priorities. Must have flexibility for occasional schedule adjustments to meet operational needs. Must be able to work on-site at Perez Therapy locations, the CEO’s residence, and remotely from home. Active Pennsylvania driver’s license; Must have a confidential home/remote work environment for answering phones and handling sensitive information. Criminal History, Child Abuse, and FBI Fingerprinting Clearances required. Duties and Responsibilities Administrative & Office Support: Answer phone calls, manage emails, and direct inquiries to the appropriate staff. Maintain office supplies and ensure proper inventory management. Assist with scheduling and coordinating appointments for staff and clients. Assist in organizing and maintaining electronic client files, including scanning, uploading, and file management. Provide data entry and maintain accurate records in company systems, including the Electronic Health Record (EHR). Support company-wide communications, including internal emails and external outreach. Operations & Office Maintenance: Ensure office spaces are clean and well-maintained (light cleaning of bathrooms, waiting areas, and offices). Track office repairs, maintenance requests, and coordinate vendor services. Assist with organizing company events, meetings, and special projects. Ensure compliance with office policies and procedures. Billing & Client Support: Assist with insurance eligibility verification and client registration. Follow up with clients regarding outstanding paperwork, billing, or scheduling needs. Ensure proper documentation and accuracy in client records. Marketing & Outreach: Assist in preparing marketing materials and maintaining social media updates. Help with community outreach efforts and organizing promotional events. Support relationship-building efforts with referral sources and community partners. Financial & Confidential Data Handling: Trusted with a company credit card for making approved purchases. Requires meticulous adherence to budget limits and purchase approval processes. Responsible for entering data into the company EHR while maintaining strict client confidentiality and HIPAA compliance. Driving & Errands: Reliable transportation required: This role will involve routine errands, such as pi…

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