Job description
All are welcome! People of color, people with disabilities, and LGBTQIA+ individuals are strongly encouraged to apply!
Benefits at Washburn:
Washburn offers benefits to Full-Time benefit eligible employees comprehensive Dental, Vision, Health, Life and Long term disability insurance. Additionally we offer a 403b retirement plan and a flexible benefit option (FSA).
Vacation: Paid Vacation accrues at 10 hours of vacation per month - up to 15 days / 120 hours annually.
Sick Leave: Paid sick leave accrues at 6.68 hours of sick per month - up to 10 days / 80 hours.
Holidays: There are 2.5 days/20 hours of floating holidays per year in addition to the eight standard holidays.
***Please note that Internships, Part-Time (less than 30 hours/week) and Temporary positions are NOT eligible for all of Washburn Center's benefits***
About Us:
Washburn Center for Children is a leading children’s mental health center, caring for a wide variety of children’s needs associated with anxiety, depression, behavioral difficulties and trauma.
The 133-year-old nonprofit offers critical mental health intervention to help children - and their families - realize hope. Washburn Center for Children serves more than 2,800 children ages 0-18 and approximately 8,500 family members each year. Washburn Center’s three office locations – Brooklyn Park, Edina, and Minneapolis – serve the entire Twin Cities metro area. The nonprofit also offers in-home services, and its school-based program serves 22 schools in the Eden Prairie, Bloomington and Minneapolis school districts.
The demand for therapeutic care has skyrocketed. Join our team to help children through the setbacks of life and create a better future. To learn more about how we do that work in homes, schools and clinic-based services, visit us online.
Our front office team is essential to creating a safe and welcome environment for all our clients and their families. They are the first person our clients interact with and they set the tone for the care and support clients will receive at WASHBURN Center for Children. Additionally the successful candidate will provide administrative support to our clinicians and employees.
Role Responsibilities
Front Office Support
- Manage agency office supplies including; employee supply requests, placing weekly supply orders, ordering client carbon forms, completing billing codes on orders, and distributing supplies upon receipt.
- Keep agency copy rooms and first aid kits organized and stocked with supplies.
- Order toys and therapy supplies for various programs as requested by clinicians with supervisor approval.
- Provide back-up telephone support to receptionist and intermittent front desk coverage; checking in clients, providing proper documentation, assisting families in completing outcomes, scheduling appointments, and gathering insurance information and fees as needed.
- Provide appointment reminder calls/emails to clients daily.
- Provide comprehensive scheduling support to identified programs.
- Assist clinicians with pulling charts, and various administrative projects as requested.
- Maintain magazine subscriptions for all sites.
- Provide satellite office support as needed.
- Process credit card donations and client payments.
- Maintain forms; ensuring that client forms are updated and stocked in the front office, copy rooms, and off-site locations.
- Provide back-up filing support and medical records requests as needed.
- Print and distribute monthly outcomes folders for identified programs.
Facilities Support
- Maintain copy machines including stocking paper, troubleshooting issues, replacing toner cartridges, and placing service calls.
- Update mailboxes in front office to reflect current staff.
- Maintain appearance and function of staff breakroom ensuring it is stocked with supplies, clean and organized.
- Maintain agency shared offices ensuring that the rooms are clean and adequately stocked with games and therapeutic toys.
- Provide back-up inter-office mail delivery (involves driving and some lifting <25lbs)
Employee Engagement Support
- Collaborate with various teams to plan all-agency activities as needed.
- Complete monthly birthday/anniversary cookie order and distribute monthly agency email announcement.
- Maintain internal agency intranet, phone directory, and reminder call list for front office staff.
- Distribute quarterly business card email to staff and manage card orders.
- Any other miscellaneous duties as assigned by the Front Office Supervisor.
Required technical skills, education, knowledge, and abilities
- High school diploma or GED equivalent
- 1-3 years of experience working in an office environment, answering telephones and providing administrative support
- Intermediate knowledge of Microsoft Word & Excel required
- Bilingual Spanish a plus
- Must have vehicle in operating condition, a valid driver’s license, and car insurance
- Must have strong communication and organizational skills
- Ability to work on a team and with a diverse population
- Must have ability to multi-task while maintaining attention to detail
- Self-motivated and independent, while able to work with supervisors, clinicians, and staff across the Agency
- Ability to learn new information and make appropriate decisions quickly
- Excellent communication skills
- Ability to handle confidential information discreetly
- Ability to be culturally responsive when working with staff, clients, and external contacts
- Ability to work in the office during required work hours
Salary Bracket: $17 - $18.50 per hour (Salary is based on several factors including but not limited to work experience and education)
Vaccine Requirements at Washburn:
Washburn Center for Children (WCC) maintains a COVID-19 Preparedness Plan that mitigates the transmission and spread of COVID-19 to ensure the safety of staff, clients, residents, and community members. As part of the COVID-19 Preparedness Plan and to comply with federal, state, and local government regulations Washburn requires COVID-19 vaccinations for:
- All employees
- All interns/trainees/fellows
- Contractors/consultants who are working onsite at a WCC facility and/or are delivering services to clients regardless of location
- All volunteers (including Board of Trustees members) who have in-person contact with WCC staff, clients, or volunteers
Exemptions for medical or religious reasons may be requested and submitted for review.
Washburn Center for Children is an EEO/AA employer: women, minorities, people with disabilities, people that hold different gender identities and expressions and veterans are encouraged to apply. Cultural responsiveness and advancing equity are essential to achieving our mission. Our core values guide how we actively heal, learn and work.
To learn more about life at Washburn and how we work together, visit us online.
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