Front Desk / Office Assistant — Moline, IL Dr. Jackie Jiang \& Associates: 1586 37th Ave, Moline, IL 61265
Job Type: Part\-time with potential to grow to full\-time
Hours: Primarily daytime starting at 9:00 a.m.; occasional coverage to 8:00 p.m. required
required Pay: $17\.00 to $22\.00 per hour
Work Location: In person — Moline, IL. Once fully trained, may support Davenport, IA office as assigned.
About the Practice
Dr. Jackie Jiang \& Associates is a private psychology practice with offices in Moline, IL and Davenport, IA, specializing in psychological testing and therapy for children, adolescents, and adults. We operate a structured, procedure\-driven environment with written Standard Operating Procedures, documented workflows, and clear performance expectations at every level.
About the Role
We are hiring an Office Assistant for our Moline front desk. This is an on\-site administrative support role. The daily work is phones, scheduling, patient check\-in and check\-out, documentation, payment processing, filing, and maintaining an organized and fully functional front office. The work is detail\-heavy, procedure\-driven, and directly affects how the practice operates and how clients experience our office.
This role is the right fit for someone who takes accuracy seriously, follows written procedures consistently, communicates professionally, and wants a stable long\-term position in a structured professional setting. It is not a clinical or counseling pathway. Candidates who find genuine satisfaction in well\-executed administrative work and who want to be recognized for doing it well will thrive here.
The position begins part\-time with the potential to grow to full\-time for a strong performer based on demonstrated reliability, accuracy, and office need. Growth is performance\-based and is not automatic or guaranteed. Training takes place entirely at the Moline office. Once fully trained, you may be assigned to support the Davenport, IA office as needed.
Pay and Advancement — How It Works Here
The pay range for this position reflects the full earning potential available through demonstrated performance over time, not the starting rate. Starting pay is $17\.00 to $18\.00 per hour based on education and relevant experience, determined at the time of offer.
At approximately one month, all front desk staff complete a structured written competency quiz covering office procedures, scheduling rules, documentation standards, billing basics, and insurance processes. Staff who pass at 85% or above receive a performance\-based pay increase. Staff who do not pass at 85% are given one retake opportunity. Additional increases beyond the initial post\-quiz rate are tied to documented competency sign\-off, expanding responsibilities, and consistent demonstrated performance. Raises are not automatic and are not based on time served.
Candidates with questions about the starting rate for their specific background are welcome to ask during the interview stage.
What You Will Do
Answer and route incoming calls promptly and professionally. Schedule, confirm, and manage patient appointments using established rules and systems. Complete patient check\-in and check\-out procedures accurately. Document messages and communications precisely and completely. Handle incoming faxes, emails, and paperwork according to confidentiality and documentation standards. Scan, file, and organize documents correctly. Collect and document payments accurately as assigned. Complete daily opening and closing procedures so the office is properly set up and fully reset each day. Complete assigned administrative tasks accurately and on time. Support the Davenport, IA office as assigned once training is complete.
How This Office Operates
This is a high\-structure environment. Written Standard Operating Procedures and checklists govern how work gets done. You will be trained thoroughly on all systems and workflows before you are expected to work independently. Once trained, you are expected to follow procedures exactly as written, complete tasks fully before your shift ends, and ask before acting when something is unclear, new, or outside your trained responsibilities.
Taking initiative here means completing your assigned work proactively and without reminders — not making judgment calls about workflow without authorization. If something is new, unclear, outside your trained duties, or would change how a task is currently done, you pause and ask first. Direct feedback is part of how this office functions. The ability to receive correction, adjust, and perform correctly going forward is required.
Minimum Qualifications
Associate's degree required. Bachelor's degree preferred. Prior front desk, receptionist, or administrative experience required. Experience in medical scheduling, insurance\-related administrative work, confidential documentation, or professional office operations strongly preferred. Accurate typing and data entry required. Basic computer proficiency and ability to learn new software required. Strict confidentiality is non\-negotiable.
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 and completely. You stay calm and professional with anxious or upset callers. You want a long\-term position, not a short\-term placeholder. You want a 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 occasional evening shifts to 8:00 p.m. 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 on time served rather than demonstrated performance.
Benefits
The following are available subject to eligibility requirements and applicable waiting periods.
Paid time off and paid holidays per policy. 401(k) with employer matching after eligibility criteria are met. Health insurance available for employees meeting hours and eligibility requirements, typically 30 or more hours per week. Profit sharing per eligibility terms.
Hiring Process
Our process is structured and multi\-step. We move forward only with candidates who complete each stage fully and accurately. Incomplete submissions are closed without further review.
Stage 1 is the Indeed application including all written screening questions answered in full. Stage 2 is a short written work\-sample exercise sent to selected candidates, to be completed and returned by email within 24 to 48 hours. Stage 3 is an in\-person interview and skills\-based exercises at our Moline office. Stage 4 includes reference checks and a final hiring decision.
Pay: $17\.00 \- $22\.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
- Retirement plan
- All questions must be answered in full to be considered. Applications submitted without complete responses to all questions will be closed without further review.
- Question 2 — Availability and Schedule Reliability
- Question 3 — Accuracy Under Load
- Question 4 — Handling Uncertainty and Chain of Command
- Question 5 — Professional Conduct With Distressed Callers
- Question 6 — Long\-Term Fit and Performance Expectations
Application Question(s):
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.
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, or caregiving responsibilities that affect your schedule. State whether you can reliably support a part\-time schedule that may fluctuate based on office needs.
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.
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.
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.
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.
Work Location: In person