Office Manager/personal Assistant

4 days ago

Philadelphia, United States Perez Therapy, LLC Full time

**Position**: Office Manager/Personal Assistant to the CEO

**Reports to**: Chief Executive Officer of Perez Therapy, LLC

**Status**: Full-time (40 hours per week)

**Type**: Administrative

**Rates**: $45,000/year

**Status**: Administrative Support Staff, W2 Position, Salaried/Non-Exempt

**Benefits**: Eligible for Individual Enrollment

**Location**: Hybrid - remote and in-office

**Travel**: Up to 50% providing support for errands and other assigned tasks

**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 emphasis in providing services to minority populations, BIPOC, Spanish-speakers and LGBTQIA+ individuals._

**Role Overview**:
The Office Manager/Personal Assistant to the CEO will provide crucial administrative and personal support to enhance the operational and administrative systems of the company, managing administrative tasks, handling sensitive company information, and performing logístical duties, as well as some physical duties.

**Position Requirements**:

- High School Diploma or equivalent.
- 2 years of administrative assistance experience, preferably in a healthcare setting
- Spanish/English bilingual; reading, writing and speaking Spanish are required.
- Proven experience as a personal assistant or similar administrative role.
- Excellent written and verbal communication skills.
- Must be able to type at the average speed of 40 to 60 words per minute (WPM), verified through typing test.
- High level of discretion and confidentiality.
- Exceptional organizational and time-management skills.
- Proficient in Microsoft Office and Google Suite.
- High school diploma; higher degree or certification in Business Administration or relevant field is preferred.
- Able to work on-site at Perez Therapy locations, CEO’s residence and remotely from home.
- Active Pennsylvania driver’s license.
- The employee’s eligibility for the position is contingent upon them having access to an insured personal automobile (car) for required duties as specified by the CEO that require travel within the Greater Philadelphia Metropolitan Area.
- Criminal History, Child Abuse and FBI Fingerprinting Clearances required.

**Duties and Responsibilities**:

- **Administrative Support**: Manage and maintain the CEO's schedule, appointments, travel arrangements, and any logistics related to setting-up the physical space for a meeting or special event. Takes staff meetings notes as directed by management. Ensures accurate and meticulous tracking of company data management systems, spreadsheets, checklists, meeting notes, plans, electronica health record and all other systems of organization and administrative support, policy and procedure of the company.
- **CEO Communications Support**:Handle incoming and outgoing communications on behalf of the CEO, as directed by the CEO.
- **Office Management & Maintenance**: Provides coordination of the office schedule, provider schedules for in-person appointments, and ensuring accuracy with the EHR. Ensures that the physical office spaces are clean and tidy, providing light cleaning to the bathrooms, waiting areas and offices. Coordinates professional cleaning services, repairs, contractors, maintenance and all other needs for all Perez Therapy office locations.
- **Data Entry & Billing**: Completes any data entry as required and assigned by the CEO and any billing tasks assigned by the Office Manager, including processing claims, following up on unpaid invoices, verifies insurance eligibility, and provides compliance and quality assurance reviews of client and insurance billing. Following up on unpaid claims by insurance companies and clients. Ensuring that therapists and management are aware of unpaid balances. Sends billing to health insurances companies Monday through Friday for all insurances, with exceptions made by management.
- **Quality Assurance Tasks**:Track therapists’ completion of clinical documentation, including session notes, assessments, treatment plans, outreaches, discharge documentation, consents/releases. Review various administrative and clinical tasks for adherence to company policies and procedures. Advises CEO and management of deviations in company practices, and advises CEO of any compliance issues that require immediate attention and remediation.
- **Financial Trust**: Trusted with a company credit card for making approved purchases. Requires meticulous adherence to budget limits and purchase approval processes as outlined by the CEO. Ensures patients remit timely payment for services rendered and keep a credit card on file for autopay, exceptions can be approved by the director
- **Confidential Data Handling**: Responsible for entering data, in the company Electronic Health Record (EHR). Follows all safety protocols and maintains client confidentiality of protected health i

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