Assistant Office Manager

Benefits

• Free uniforms
• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance
• Employee discounts

Able Autism Therapy Services — Assistant Office Manager. Help manage the center with day-to-day activities and support the Office Manager with long-term goals. Ability to work independently and manage a diverse team with excellent interpersonal skills, and to work effectively and compassionately. Satisfy criminal background check as defined by agency policy.

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily
• Excellent managerial and interpersonal skills
• Ability to perform duties with a positive attitude and serve as a dynamic and positive role model for clients, employees and peers
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
• Possess strong organization and administrative skills
• Comprehensive knowledge of home, clinic, school and community-based operations, functions, and staffing requirements
• Effective problem solving and analytical skills
• Valid and Active RBT certification
• Bilingual Spanish preferred

• Working knowledge of computer software applications such as Microsoft Word, Excel, Outlook and Power Point
• Understanding of the use of technology in the clinical or healthcare fields to track client plans of care, clinical schedules, employee timekeeping, and billing

• Responding to incoming calls, routing calls to the appropriate areas, taking and relaying messages, and communicating general clinic information to the appropriate employee
• Manage employees, create schedules, keep track of performance, and assist the Office Manager with hiring and firing decisions
• Contact referral sources to locate new clients
• Be the main point of contact for all employee inquiries regarding equipment, facility maintenance, and supplies management
• Interface with the public by welcoming and assisting visitors and parents to the clinic
• Identify maintenance requirements and coordinate with outside vendors to perform building maintenance functions
• Ensure cleanliness and waste management as needed
• Implement staff appreciation and employee engagement initiatives at the direction of the Human Resources Manager or Office Manager
• Ensure the safety and security of all clients, employees, and guests
• Ensure that employees have relevant and up-to-date information for the clinic or company
• Assist in implementing and maintaining all company policies and procedures
• Maintain the clinic schedule and keep all information accurate, including contact information and required paperwork for families and clients
• Complete schedules for all clinical staff and ensure timely conversion of all appointments
• Help hire new therapists, interview them and onboard them
• Assign new therapists or clients to cancellations to ensure maximum authorization utilization
• Identify substitute therapists as needed if authorized for a client when an employee is unable to deliver their scheduled direct service hours; maximize utilization of authorized therapy hours and employee availabilities
• Ensure families have all company policies and contact information for each clinic
• Provide guidance to teams responsible for the efficient processing of client intake and (re) authorization for applicable funding sources to ensure timely commencement and continuation of client services
• Provide guidance for recruitment needs and ensure timely placement of all new hires
• Ensure all materials and office equipment are in good order and maintained by staff
• Be punctual, set a positive example, and ensure all staff are on time with their start and end times for sessions
• Arrive at the center at least 10 minutes before opening time
• Maintain resources needed for the clinic to operate efficiently, including office supplies, clinical materials, equipment maintenance, and facility cleanliness
• In case of last-minute cancellations or emergencies, provide direct therapy until a therapist is available
• Complete any additional duties assigned by the Office Manager