Office Assistant - Federal Way, United States - Thrive Counseling Center

Description

Job Description

Thrive Counseling Center has an immediate opening for a part-time Office Assistant to support the office administration in the late afternoon/early evening hours. This position is 20 hours per week, in-person in the Federal Way, WA office. It also requires some occasional local travel to visit our community partners.

ABOUT THRIVE COUNSELING CENTER

Thrive Counseling Center is a private practice which offers specialized counseling for adults, children, couples, and families to find and develop the resources to live their full potential. Some of our areas of specialty include supporting clients in the LGBTQIA community and individuals who are neurodivergent. We honor and celebrate the uniqueness of each individual we serve.

Thrive Counseling Center offers a comprehensive benefits program for our valued employees.
Employees who work at least 20 hours per week are eligible to participate in the company's health and wellness plans, including medical, dental, and vision, retirement plan, paid time off, and professional development/training opportunities.

ABOUT YOU

• You are technically savvy. You are a good "engineer" and are no stranger to manipulating hardware, software, and equipment.
• You are organized. This position requires multi-tasking. You will need to be able to prioritize and stay on top of tasks and projects to keep the business moving.
• You are a problem solver. You use critical thinking in order to research and recommend solutions for potential obstacles.
• You are an excellent communicator. In this position, you will play a crucial role in maintaining community relationships and supporting clients and clinicians. You should be able to communicate clearly, concisely, and professionally.
• You are resourceful. Any time you are able to find answers and solutions on your own without guidance from your manager or a co-worker, saves mental and physical energy the team can put towards serving clients.
• You pay attention to the details. Dotting all the i's and crossing all the t's is an important part of this position. You have a keen eye and patience for detail that helps you spot errors or issues before they make it to prime time.
• You can anticipate needs. On a smaller team, employees don't always have the time to think ahead. You are someone who takes initiative and is able to anticipate a need of a team member.
• You are a task master. There are typically competing priorities at any given moment. You have the ability to prioritize and manage your time while also being flexible enough to switch gears when necessary.
• You are reliable. You show up to work consistently and on time. You are no stranger to deadlines and it's important to you to follow through on a task or assignment on time.
• You are responsive. You will be expected to respond in a timely manner to questions or requests with a confirmation that you received the communication and a commitment to a turnaround time to respond or follow through.
• You are a team player. You enjoy working as part of a team and recognize each person's contribution to the success of the company (including your own).

ABOUT THE ROLE

The Office Assistant is responsible for maintaining the office space and serves as a representative of the Practice to its clients and the community. The Office Assistant will communicate (including answering telephones and emails) with groups and organizations in the community, vendors, employees, and the public in order to maintain visibility and a highly functional physical space. The Office Assistant performs a variety of clerical tasks, typing documents, creating reports, and filing records. This employee plays a key role in the success of the Practice and is responsible for providing support and maintaining communication, contact, and a positive experience with customers, employees, and the public. The office coordinator will help ensure a positive experience for employees, clients, and community members who interact with Thrive Counseling.

The Office Assistant is Accountable for:

• Visibility to and referrals from community groups and organizations
• Maintaining the physical office space according to Practice guidelines
• Assisting in establishing a comfortable, collaborative, and productive work environment for employees

The Office Assistant Responsibilities Include:

• Create and maintain a contact management database of community members, groups, and organizations who might be potential collaborators, partners, and referral sources. Regularly research and add new opportunities to the database.
• Communicate in writing and verbally, on a scheduled basis, with established contacts in the database to nurture and maintain positive relationships between the practice and the community
• Travel to local businesses/community partners to make in-person visits
• Research and identify visibility opportunities for the practice that may include events, sponsorships, or speaking engagements. Organize participation with select opportunities.
• In alignment with an established marketing goals, create marketing materials such as rack cards, business cards, flyers, and social media graphics, or presentations that promote services, clinicians, or events.
• Assist to manage social media postings
• Assess and direct the general upkeep, maintenance, and repairs of office space, furnishings, and equipment. Initiate fixes or repairs in the office with third party vendors or service providers.
• Maintain and account for office supplies, maintain inventory levels, place orders, and replace supplies as necessary.
• Respond to and resolve current clients questions and requests via incoming phone calls, email, text, etc.
• Assist with administrative onboarding and offboarding of employees, such as training and orientation to the office space, handling keys, software, hardware, etc.
• Assist clients and staff members with office-related issues or questions
• Organize and communicate office news and events.
• Track and acknowledge key dates and anniversaries for staff members.
• Plan and facilitate events for staff and clinicians to connect and build culture and morale.
• Participate in cross training on new client intake process to assist client care team as backup when necessary.
• Create and distribute internal employee newsletter.
• Create, organize, and maintain electronic reports and files.
• ​​​​​​​Assist with administrative activities as assigned.

Education and Experience:

• High school diploma or GED required.
• 2 years of experience in a directly related customer service role.
• 1 year of experience in an administrative support role required.
• 1 year of experience in mental health or a related industry preferred.
• Valid Driver License

Skills and Abilities:

• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• ​​​​​​​Excellent verbal and written communications skills
• Professional Communication
• High Level of Energy
• Dependability
• Prioritization
• Productivity
• Adaptability
• Gathering Information
• Attention to Detail
• Follow-Through
• Excellent Customer Service Skills
• Conflict Resolution
• Collaboration
• Interpersonal communication with a broad range of people

Computer Skills:

• In-depth understanding of the entire Google suite of office productivity tools, with aptitude to learn new software and systems – required
• ​​​​​​​Proficient using client and public contact databases – required
• Proficient using Canva or other graphic software – preferred
• ​​​​​​​Proficient using CRM - preferred

Schedule & Location Requirements:

The ideal schedule for this role is in-person, Monday - Friday 2-6pm at the Federal Way, WA office.
This role will also need to reguarly travel to local businesses and/or assist with community event set ups. Event participation may occasionally be outside of the position's regular workdays or hours.

Physical Requirements and Work Environment:

Employees in this position are regularly required to sit at a desk in an indoor office environment and use a computer monitor, keyboard, and mouse for extended periods of time. Employees in this position are regularly required to talk and hear. Employees in this position are required to occasionally stand, walk, bend, and stoop. Employees in this position are frequently required to grasp, reach with hands or arms. Employees in this position are required to lift at least 20 lbs. on an occasional basis.

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