Assistant Office Manager

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• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Excellent managerial and interpersonal skills.
• The individual must be able to perform their duties with a positive attitude and serve as a dynamic and positive role model for clients, employees, and peers.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Possess strong organization and administrative skills.
• Innovative thinker with flexibility in shifting priorities as needed.
• Ability to maximize resources to accomplish key metrics.
• 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.
• Valid and active CPR certification.
• Valid fingerprint clearance card.

• Working knowledge of computer software applications such as Microsoft Word, Excel, Outlook, and PowerPoint.
• 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 office manager with hiring and firing decisions.
• Calling or reaching out to 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.
• Vacuum or throw the garbage as needed (on days outside, the cleaning vendor is not here).
• 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 all required paperwork for families and clients.
• Complete schedules for all clinical staff and ensure timely conversion of all appointments.
• Assign new therapists or clients to cancellations to ensure maximum authorization utilization.
• Identify substitute therapists as needed if 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.
• Run payroll report.
• Assist with billing.
• Track benefits for employees.
• Provide guidance to teams responsible for the efficient and effective processing of client intake and (re) authorization for applicable funding sources to ensure timely commencement and continuance of client services.
• Provide guidance for recruitment needs and ensure the timely placement of all new hires.
• Ensure all clinical materials are developed and distributed to clinicians in a timely manner.
• Ensure all materials and office equipment are in good order and taken care of properly by the staff.
• Help employees with laminating, cutting, and preparing clinical materials.
• Be punctual, set as example and be sure all staff are on time with their start and end time with their sessions and/or start and end time. Arrive to the center at least 10 minutes before opening time.
• Maintain all resources needed for the clinic to operate efficiently, including but not limited to office supplies, clinical materials, maintenance of equipment, and cleanliness of the facility.
• In case of last‑minute cancellations or emergencies, provide direct therapy until a therapist is available.
• Train new employees and therapists as needed.
• Complete any additional duties given by the Office Manager.

Compensation: $40,000.00 - $50,000.00 per year