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Medical Front Desk / Administrative Assistant — Psychology Practice

Dr. Jackie Jiang & Associates, LLC is hiring for a Medical Front Desk / Administrative Assistant position in our Moline, Illinois office. Once fully trained, the employee may also support our Davenport, Iowa office as assigned.

This is an on-site administrative support role focused on phones, scheduling, client check-in and check-out, documentation, payment processing, filing, and front office organization. This is not a remote or hybrid position.

This role is best suited for someone who genuinely enjoys structured administrative work, takes accuracy seriously, communicates professionally, and wants a stable long-term position in a professional healthcare setting. This is not a clinical or counseling pathway. It is a front desk and administrative role that directly affects daily operations and the client experience.

Schedule

This position begins part-time and may grow to full-time for a strong performer based on reliability, accuracy, performance, and office need.

Applicants must have reliable weekday availability. Evening availability is important. Applicants should be able to reliably work at least two evening shifts per week until approximately 7:30 p.m., preferably including Tuesday, Wednesday, and/or Thursday.

Because this is a front desk role, availability matters. Applicants with class schedules, second jobs, athletics, caregiving responsibilities, or other standing commitments must clearly explain their availability in the Stage 1 screening answers.

Pay and Advancement

Starting pay is $17.00 to $18.00 per hour, based on education and directly relevant experience, and is determined at the time of offer.

The posted pay range of $17.00 to $22.00 per hour reflects longer-term earning potential through demonstrated performance, not guaranteed starting pay.

At about one month, front desk staff complete a written competency quiz covering office procedures, scheduling rules, documentation standards, billing basics, and insurance processes. Staff who pass with 85 percent or above receive a performance-based pay increase. Staff who do not pass at 85 percent are given one retake opportunity. Future increases are tied to documented competency, expanded responsibilities, and consistent performance. Raises are not automatic and are not based only on time employed.

What You Will Do

  • Answer and route incoming calls professionally
  • Schedule, confirm, and manage appointments using established rules and systems
  • Complete client check-in and check-out accurately
  • Document messages and communications clearly and completely
  • Handle incoming faxes, emails, and paperwork according to confidentiality standards
  • Scan, file, upload, and organize documents correctly
  • Collect and document payments accurately as assigned
  • Complete opening and closing procedures
  • Complete assigned administrative tasks accurately and on time
  • Support the Davenport office as assigned after training

How This Office Operates

This is a high-structure environment. You will be trained before working independently. Once trained, you are expected to follow written procedures, complete tasks fully, and ask before acting when something is unclear, new, or outside your assigned responsibilities.

Initiative in this office means staying on top of assigned work without reminders. It does not mean changing workflow or making unauthorized judgment calls. Clear, direct feedback is part of how the office functions, and employees are expected to adjust and perform accurately going forward.

Minimum Qualifications

  • High school diploma or equivalent required
  • Current college junior/senior, associate’s degree, bachelor’s degree, or equivalent office experience preferred
  • Strong academic performance preferred because this role requires learning detailed procedures accurately
  • Prior front desk, receptionist, customer service, scheduling, medical office, billing, insurance, or administrative experience preferred
  • Accurate typing and data entry required
  • Basic computer proficiency and ability to learn new software required
    Strict confidentiality required
  • Reliable weekday and evening availability required
  • Must be able to work on site in Moline, Illinois and/or Davenport, Iowa

This Role Is the Right Fit If

You genuinely enjoy structured, detail-oriented administrative work and find satisfaction in doing it accurately and completely. You follow written instructions precisely. You stay calm and professional with anxious or upset callers. You want a long-term role where strong performance is recognized through a clear, objective advancement system.

This Role Is Not the Right Fit If

  • You are seeking remote or hybrid work.
  • You cannot reliably cover evening shifts when needed.
  • You find repetitive clerical work tedious or beneath you.
  • You are primarily motivated by clinical exposure or a pathway toward counseling or therapy work.
  • You expect raises based only on time employed rather than demonstrated performance.

Benefits

Benefits are available subject to eligibility requirements and applicable waiting periods. Benefits may include paid time off, paid holidays, 401(k), 401(k) matching, health insurance for employees meeting hours and eligibility requirements, and profit sharing per eligibility terms.

Hiring Process

Our hiring process is structured and multi-step. We move forward only with candidates who complete each stage fully and accurately.

Stage 1: Handshake application with resume and complete written screening answers
Stage 2: Short written work sample returned by email within 24 to 48 hours
Stage 3: In-person interview and skills-based exercises in Moline
Stage 4: Reference checks and final hiring decision

Application Instructions

To be considered, applicants must submit:

Resume

Stage 1 Screening Answers uploaded as the required “Other” document

Applications without complete Stage 1 Screening Answers may not be reviewed.

Stage 1 Screening Questions

Please answer all six questions in a separate Word document or PDF. Use numbered responses. Write in complete sentences and proofread before submitting.

Save your document as:

Lastname_Firstname_Stage1_OA

Question 1 — Instruction Compliance and Role Understanding

Begin your answer with this exact sentence:

“I understand this is a structured, on-site office assistant role.”

Then in 3 to 5 sentences, explain why this specific type of work — phones, scheduling, documentation, payment handling, and administrative support in a professional office — is a strong long-term fit for you. Include what specifically appeals to you about structured, detail-oriented administrative work.

Question 2 — Availability and Schedule Reliability

In 3 to 5 sentences, describe your current weekly availability in detail. Include the earliest time you can start, the latest time you can stay on weekdays, how many evenings per week you can reliably work past 5:00 p.m. if needed, and whether you have regular commitments such as school, a second job, athletics, or caregiving responsibilities that affect your schedule. State whether you can reliably support a part-time schedule that may fluctuate based on office needs.

Question 3 — Accuracy Under Load

Describe a specific time when you had to manage multiple tasks at once — such as incoming calls, scheduling, paperwork, or data entry — without sacrificing accuracy. Describe step by step what you did to stay organized, what system or approach you used, and what the outcome was. Be specific rather than general.

Question 4 — Handling Uncertainty and Chain of Command

In 3 to 5 sentences, explain how you handle situations where you are not sure what to do and the written procedure does not clearly cover the situation in front of you. Describe your decision process. Also explain how you approach working in an environment where policies are expected to be followed exactly as written rather than adjusted based on personal judgment.

Question 5 — Professional Conduct With Distressed Callers

In 3 to 5 sentences, explain how you stay calm, accurate, and professional when a caller is anxious, upset, or demanding. Describe what you say, what you avoid saying, and how you keep the interaction on track. A specific example is welcome but not required.

Question 6 — Long-Term Fit and Performance Expectations

In 2 to 4 sentences, explain what you are looking for in a long-term role. Also explain how you feel about a pay structure where raises are tied to passing a written competency quiz and meeting documented performance criteria rather than to how long you have been employed.

About the Practice

Dr. Jackie Jiang & Associates, LLC is a clinical and forensic psychology practice serving the Quad Cities region. Our practice values professionalism, ethical conduct, accuracy, confidentiality, structured procedures, and long-term reliability.

To learn more about our practice and current or future career opportunities, please visit our Career page: https://drjackiejiangandassociates.com/career