General Job Description:
The Administrative Assistant is responsible for answering incoming calls, directing calls to appropriate staff, greeting and checking in all clients for in-center appointments, and checking the general email constantly as new clients/hires contact us through email. Furthermore, the Administrative Assistant is in charge of ensuring the office equipment inventory level and anticipates these supply needs, supports the Administrative, Human Resource, and Clinical departments as needed.
Job Duties and Responsibilities:
(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position).
- Welcomes clients and visitors in person or on the phone answering or referring inquiries.
- Maintains all client transportation standing orders active.
- Check’s the clients eligibility the first day of every month with their respective insurance.
- Checks email constantly throughout the day as new clients/hires contact us through there.
- Applications/Admission packets can be given in person or sent via email
- Schedules parent training, initial assessment, and re-assessment appointments or any schedule change. Before doing so, discuss with Manager/Supervisor and Lead Analysts to ensure personnel availability.
- Keeps the assigned logs up to date.
- Maintains business office inventory and equipment by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies, and scheduling equipment service and repairs.
- Have new employee application packets ready for new hire.
- Assists the Human Resource department with: (Disclaimer: It is ultimately HR’s responsibility). Assist HR with document collection and creating new therapist charts. Assist HR with document scanning and uploading onto ADP.
- Create new hire IDs.
- Create new hire access to Central Reach (if applicable)
- Any given tasks by the supervisor, general manager, and/or clinical director to improve task efficiency.
Other Duties and Responsibilities:
- Attend trainings, meetings and conferences required by the company.
- Comply with all policies, procedures, and requirements necessary to perform the functions of this position.
- Maintain client confidentiality and adhere to HIPAA laws.
- Report any incidents of violations.
- Report to the office of sight of incident for any abuse/neglect situations observed or reported to you and inform owner of the company immediately.
Educational & Experiential Requirements:
- Minimum of a High School diploma or GED; Associate degree preferred.
- Fluency in English; Bilingual (English and Spanish) is preferred.
- One year of relevant experience and/or training.
- EMR Experience is preferred.
- Board Certified by the BACB with the Registered Behavior Technician (RBT) credential with a Medicaid provider number is preferred. (Reimbursement rate would be higher if active RBT)
Other Requirements:
Must complete the following:
- CPR/ First Aid
- HIPAA Training
- HIV
- APD Courses
- Level II Fingerprints
Skills and Qualifications:
- Strong organizational skills.
- Strong multi-tasking skills.
- Strong verbal and written communication skills.
- Ability to work independently on assigned tasks as well as accept direction on given assignments.
- Able to work collectively with Administration, Human Resource, and Clinical departments.
Additional Demands:
- Have proof of auto insurance liability coverage
- Maintain adherence to dress code.
- Must be able to receive detailed information through oral communication.
Position Responds To:
- Clinical Director
- Lead Analyst
- Human Resources
- Managers
Job Type: Full-time
Pay: $15.00 - $20.00 per hour
Expected hours: 40 per week
Benefits:
- Health insurance
- Paid time off
Medical Specialty:
Schedule:
Work Location: In person
