Office Assistant

Job Title: Office Assistant

Work Schedule: Part-time

Job Classification: Non-Exempt

This job reports to: Kim Noll, Founder/Director and Intake/Operations Manager

Locations:   1261 Lincoln Avenue, Ste. 104, San Jose 95125

611 Veterans Blvd., Suite 100, Redwood City, CA 94063

Company Description: Turning Points is a multi-disciplinary practice that offers neurodiversity-affirming assessment and ongoing educational and vocational supports for neurodivergent individuals from the age of 3 through adulthood.

At our Willow Glen and Redwood City offices, we offer comprehensive assessment (psycho-educational, school neuropsychological, IEEs), IQ assessment; and provide ongoing supports such as Educational Therapy and specialized academic instruction, executive functioning coaching, Neurodiverse/ADHD/Autism coaching, educational advocacy, PC-CARE, assistive technology support, college advising and career counseling, and more.

Our Mission: TPES' mission is to help clients understand exactly how they learn and communicate, access neuro-affirming supports, bypass and eliminate barriers, learn more efficiently, further develop their strengths and talents, learn/perform at the level of which they are capable, and develop a positive self-identity as they navigate their unique pathways to making their lives (and the world) a better place.

Role Description The Office Assistant is a part-time, on-site role based in San Jose and Redwood City, CA. This role directly supports the Intake & Operations Manager and the TPES office, which serves as the primary point of contact for all client and referral correspondence. Nature of the work is primarily administrative, with tasks ranging from client support to research.

Responsibilities will include:

• Process office correspondence (phone/email), provide information about services.

• Staff/client scheduling and scheduling of available space.

• Scoring/data entry/report revisions.

• Coordinate events.

• Coordinate billing, employee work hours, and onboarding/resignation paperwork.

• Scan/organize/manage online files.

• Help maintain/update website/social media and other tech-related projects.

• Maintain records/databases per HIPPA/FERPA regulations.

• Coordinate mailings and supply orders.

• Maintain list of materials that are checked out and make sure we get them back.

• Support Intake Coordinator/Operations Manager.

• Misc. additional administrative/errands/cleaning tasks

Required Qualifications

Education :  AA/AS Degree required , BA/BS preferred

Experience :

- Prior medical/educational office experience

- Proficient in Microsoft Office/online scheduling

- Proficient in graphics/technology for marketing materials and tech projects

- Experience organizing and maintaining filing systems/databases

- Prioritizing workload so that the most important tasks are accomplished and customers/staff are served well

Skillset/Prior Knowledge :

- Maintain client confidentiality at all times per HIPPA/FERPA guidelines

- Knowledgeable, efficient, and even- tempered

- Able to work in a collaborative and open environment

- Excellent communication and problem-solving skills

- High level of time- and project-management skills

• Must be extremely detail-oriented, well-organized and able to thrive in a deadline-driven environment

Ability to work well with supervision or independently

- Ability to communicate effectively in English, written and verbal

- Valid CA Drivers’ License, clean DMV record, and proof of auto insurance

Essential Mental/Physical Functions :

- Sit for most of the day using a computer and phones

- Share a small workspace and maintain good order

- Lift up to 25 lbs. infrequently

- Work alone or with others

- Able to run office errands using personal vehicle

Equipment/Software Used :

- Microsoft Suite/Outlook

- Microsoft Word/Excel

- WordPress

- Facebook/Instagram/LinkedIn

- Canva

Pay/Benefits :

- $19-24/hour

- Sick leave

- 401K matching once eligible