Administrative Coordinator - PT, 15 hours a week

PeopleFirst Leadership Partners and Dovetail Counseling

Proud to be located in scenic La Crosse, WI, PeopleFirst Leadership Partners provides customized leadership, human capital and coaching expertise to companies that believe their people are their most important asset. PeopleFirst serves a diverse and broad breadth of businesses that range from small to large, start-up to long-established, across all industries.

At Dovetail Counseling, we create a safe, supportive environment where you can explore your challenges and find healing through connection. Using tailored approaches like Dialectical Behavior Therapy (DBT), Cognitive Behavioral Therapy (CBT), and Accelerated Resolution Therapy (ART), we help you manage emotions and cope with past trauma.

Position Summary

This is an administrative position serving as an initial point of contact for PeopleFirst Leadership Partners (PFLP) and Dovetail Counseling (DTC). Duties include, greeting clients and visitors, basic bookkeeping, support marketing initiatives, managing social media, creating correspondence, organizing files, preparing reports and documents, scheduling appointments, sorting mail, answering phones and preparing invoices. This position also offers support to owner of DTC and CEO of PFLP, assists in daily office duties and manages the company's general administrative activities.

The tasks assigned at this level are designed to familiarize the employee with

  • Customer service

  • General business operations

  • General bookkeeping

  • Work is performed under close supervision progressing to limited supervision. Report to CEO, PFLP

Major goals of this position include:

  • Answer phones and greet visitors and clients in a professional and courteous manner

  • Manage our social media accounts including website

  • Write and edit documents such as letters, texts, emails, reports and documents

  • Maintain professionalism and a polite attitude via in-person, telephone and email interaction

  • Create and maintain filing systems (electronic and physical)

  • Maintain and organize office supply inventory and equipment

  • Using QuickBooks, process payroll, prepare monthly receipts of payments, assist with invoice payment and general bookkeeping

  • Use Google Workspace for task management

  • Use Therapy Notes to manage administrative support for DTC

  • Other special assignments as needed

Time Percentage Goals & Employee Activities

1. 90% Administrative

  • Manage our social media including websites, LinkedIn, Facebook, Instagram

  • Keep an inventory of office supplies and replenish as necessary

  • Maintain organized and updated records

  • Handle mail, including copying, envelope stuffing and postage

  • Manage work order life cycle and internal billing.

  • General bookkeeping including AP/AR and payroll

  • Administrative support for DTC using Therapy Notes

  • Attend and participate in meetings as required

  • Manage time to organize, plan, and maintain a consistent workload. Coordinate with others as needed

  • Respond in a professional, courteous and timely manner to client or vendor issues

  • Update or create written procedures for improving business process

  • Produce reports in QuickBooks and Therapy Notes (DTC)

2. 10% Provide excellent customer service

  • Answer phones in a polite and professional manner

  • Greet people as they walk in the door, be friendly and polite

Knowledge, Skills & Abilities

  • Maintain a high level of personal and professional integrity and confidentiality

  • Ability to establish and maintain collaborative and positive relationships with our internal team, clients and vendors by understanding and anticipating their needs

  • Knowledge and ability to perform minor bookkeeping tasks

  • Familiarity working with QuickBooks, Microsoft Office, Google Workspace and its equivalent products

  • Detail-oriented with an ability to produce consistently excellent work with few errors

  • Ability to effectively communicate, both in writing and verbally, with a variety of personalities and cultures

  • Marketing and social media savvy

Compensation and Benefits

  • Competitive above market wage

  • PTO starting day one

  • Simple IRA

  • Free coffee / tea

  • Professional development

  • Paid Birthday

  • Gym discount

  • Paid team charity activities

If you are ready to contribute to a dynamic team environment while enhancing your administrative skills, we invite you to apply for this exciting opportunity as an Administrator!

How to Apply

Interested professionals should submit a letter of interest, resume, work-related professional references, and salary history to resume@pfleadership.com, or send them to PeopleFirst Leadership Partners Inc, 401 MainStreet, Suite 305, La Crosse, WI 54601. Open until position is filled.

PFLP is an Equal Opportunity Employer

Authorized Partners