Job Description - Office Assistant
The Office Assistant position at Jabbergym is responsible for running the day to day operations of the clinic. This includes welcoming parents, clients, and visitors to Jabbergym as they arrive. It also includes assisting callers with questions and scheduling changes. In addition, the Office Assistant will perform general clerical duties that support therapist activities. Communication between management, supervisors, therapist, and parents is critical. The Office Manager must be able to manage multiple tasks in the presence of frequent interruptions.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, and skills required:
Manages a multi-line phone including answering incoming calls, responding to caller inquiries, checking voicemail, and forwarding messages to the appropriate individuals. Maintain communication logs with all clients. Assists clients and therapists with a basic understanding of clinic policy and procedures.
Performs clerical duties for the clinic that may include, but are not limited to, creating and maintaining files, composing various letters and intake forms for clients, maintaining and ordering office supplies as needed, maintaining and updating client schedules, extracting articles relevant to the practices training program
Communication with parents, clients, employees, and management related to all facets of the practice. This could include, but is not limited to problems, issues, concerns, referrals, and all daily office operations.
Assist with training of the scheduling system as well as monitoring of duties assigned to volunteers.
Perform the following daily activities: Schedule appointments, schedule make-up appointments, confirm client appointments, check email throughout the day, check mailbox, clean/rinse/dry and replace toys, maintain and pick-up as toys and office items are out of place.