PART-TIME ADMINISTRATIVE ASSISTANT

Erica Baker Psychological Services Ltd. is seeking an Administrative Assistant on a part-time basis (8:30 - 1:00, Monday-Thursday).

Responsibilities include:

• Greet clients
• Respond to client inquiries via phone and email and follow up as needed
• Maintain organized email account
• Communication with psychologists regarding bookings, invoicing etc.
• Review intake forms from clients for assessments
• Book assessments for clients via the Jane App
• Accounts Receivable - process and track payments from clients and third parties
• Accounts Payable – paying invoices for external services
• General office maintenance (water plants, tidy rooms, ensuring rooms are stocked with appropriate materials, etc.)
• Manage incoming mail, faxes and orders
• Technical troubleshooting (computers, printer, fax, Jane, alarm, etc.)
• Arrange maintenance or service calls (water cooler, printer, pest control, internet, etc.)
• Keep documents up to date with policies and procedures, passwords, contact information, etc.
• Take team meeting minutes
• Other administrative duties (e.g., invoicing, photocopies, file management, office organization, ordering office supplies, errands)
• Assisting with research and other office projects as needed

The ideal candidate would possess the following qualifications:

• Undergraduate degree or some post-secondary education in the area of psychology/social sciences would be an asset
• Recognized office administration/ business/ secretarial program and/or a combination of education and training with progressively responsible experience
• Experience with google calendar, google forms, google sheets, google docs etc.
• Experience with booking and billing in the Jane App
• Excellent verbal and written communication skills
• Strong organizational skills
• Demonstrate the ability to maintain confidentiality regarding highly sensitive/confidential information
• Ability to work independently and efficiently with minimal supervision
• Strong time management skills
• Strong emotion regulation and social interaction skills

Hours: 18 hours a week - could be more hours depending on how busy the practice is on any given week. Flexibility to work extra hours when the Intake Coordinator is sick or on vacation.
Start Date: As soon as possible.
Job Types: Part-time, Permanent
Pay: $23.00 per hour
Expected hours: 18 per week

Benefits:

• On-site parking
• Paid time off

Language:

• Mandarin (preferred)

Work Location: In perso

• Greet clients
• Respond to client inquiries via phone and email and follow up as needed
• Maintain organized email account
• Communication with psychologists regarding bookings, invoicing etc.
• Review intake forms from clients for assessments
• Book assessments for clients via the Jane App
• Accounts Receivable - process and track payments from clients and third parties
• Accounts Payable – paying invoices for external services
• General office maintenance (water plants, tidy rooms, ensuring rooms are stocked with appropriate materials, etc.)
• Manage incoming mail, faxes and orders
• Technical troubleshooting (computers, printer, fax, Jane, alarm, etc.)
• Arrange maintenance or service calls (water cooler, printer, pest control, internet, etc.)
• Keep documents up to date with policies and procedures, passwords, contact information, etc.
• Take team meeting minutes
• Other administrative duties (e.g., invoicing, photocopies, file management, office organization, ordering office supplies, errands)
• Assisting with research and other office projects as neede