Administrative Assistant

Job Summary:

Reveal2Heal is seeking an organized, detail-oriented Administrative Assistant to support our dynamic counseling office and daycare center. This role requires strong multitasking skills, excellent customer service, and the ability to handle confidential information with discretion. The ideal candidate will play a crucial role in ensuring the smooth operation of both facilities by managing schedules, handling client and parent inquiries, processing paperwork, and supporting the overall efficiency of daily operations.

Key Responsibilities: Client & Parent Interaction:

• Greet clients, parents, and visitors warmly and professionally.
• Answer phone calls, emails, and inquiries, directing them to the appropriate staff.
• Provide exceptional customer service to families, clients, and staff.
• Assist with client and child intakes, ensuring all forms and documentation are completed accurately.

Scheduling & Calendar Management:

• Coordinate and manage appointments for multiple counselors and daycare staff.
• Schedule client therapy sessions and daycare enrollment meetings.
• Send appointment reminders and manage cancellations/reschedules.

Documentation & Records Management:

• Maintain accurate and confidential client and child records.
• Ensure compliance with HIPAA and other confidentiality regulations for the counseling office.
• Keep up with state licensing requirements and documentation for the daycare.

Office & Facility Management:

• Oversee daily office and daycare administrative operations.
• Maintain office and daycare supplies to ensure both locations are fully stocked.
• Keep the reception area, offices, and common spaces clean and welcoming.
• Monitor daycare attendance records, daily logs, and parent communication.

Billing, Payments & Insurance Processing:

• Assist with billing processes, handle client and parent payments, and keep track of balances.
• Verify insurance information for counseling clients.
• Process daycare tuition payments and assist with state childcare assistance programs.

Communication & Reporting:

• Draft and send emails, letters, and other communications to clients and parents.
• Generate reports and assist with data collection for office and daycare projects.
• Support marketing efforts, such as newsletters, social media updates, and outreach initiatives.

Support for Counseling & Daycare Staff:

• Prepare materials for therapy sessions and daycare activities.
• Assist with special projects, event planning, and staff coordination.
• Ensure all daycare licensing requirements and state regulations are met.

Qualifications: Education & Experience:

• Minimum of 2 years of administrative experience (preferably in a counseling office, healthcare setting, daycare, or similar environment).
• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

Skills:

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office management software.
• Experience with scheduling software and electronic health records (EHR) is a plus.
• Ability to handle sensitive and confidential information professionally.
• Familiarity with child safety policies and daycare licensing requirements is a plus.

Personal Attributes:

• Must be reliable, detail-oriented, and able to multitask in a fast-paced environment.
• Capable of maintaining discretion and professionalism at all times.
• Warm and empathetic approach to client and parent interactions.
• Ability to work independently while also being a team player.

Benefits:

• Earned vacation and sick time
• Health Insurance
• 401(k) & 401(k) matching
• Opportunities for professional development and training
• Supportive and collaborative work environment

Work Schedule & Compensation:

• Day shift, flexible schedule based on office and daycare needs.
• Part-time or full-time availability.
• Pay starts at $18.00 per hour (based on experience).
• Some travel (20%) may be required

Preferred Qualifications:

• Bilingual (English/Spanish) candidates are strongly encouraged to apply!
• CPR & First Aid certification (or willingness to obtain).
• Experience working with children, families, and diverse clients.

Job Types: Full-time, Part-time

Pay: $16.00 - $18.00 per hour

Ability to Commute:

• Maplewood, NJ 07040 (Required)

Ability to Relocate:

• Maplewood, NJ 07040: Relocate before starting work (Preferred)

Work Location: In person