Administrative Assistant

ABC Behavior Therapy LLC is looking for an Administrative Assistant (AA) that is an organized and experienced leader to join our leadership team. An Administrative Assistant, or Administrative Aide, is responsible for supporting an administrative professional to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities. Their duties include, greeting office visitors, composing documents on behalf of Administrators. A handle general office tasks and administrative duties, such as directing communications between colleagues and clients,
organizing schedules and events, entering data, maintaining office equipment and so on. An effective AA enables teams to be focused on their goals and prepared for anything that comes their way. It is a vital role, especially for teams and individuals that have a lot of plates in the air at all times. We are looking for an AA to organize our medical facilitys functions. You will support day-to-day operations by performing administrative tasks and ensuring high quality customer service for our patients & staff members of ABC. As an AA, you will perform various tasks on a daily basis. So, you should be able to multitask and prioritize. We also expect you to handle sensitive information confidentially. If you are able
to combine exceptional communication skills with an ability to perform behind the scenes tasks, we would like you to join our leadership team.
Availability: Monday through Friday 8a-4p- After Hours as needed to fulfill duties
Skills and Abilities to:
Proficient computer skills, Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel), and
instructional software
Strict adherence to company philosophy/mission statement/growth goals
Strong project management skills with the ability to supervise multiple projects
Good interpersonal skills and communication with all levels of management
Organized and able to create multiple timelines and schedules
Able to multitask, prioritize, and manage time efficiently
Excellent leadership, team building, and management skills
Encouraging to team and staff; able to mentor and lead
Excellent verbal and written communication skills
Able to analyze problems and strategize for better solutions
Knowledge of:
Strong Written and Verbal Communication Skills
Ethics of ABA
Programming for skill acquisition and behavior reduction
Mission and Vision of ABC Behavior Therapy
Learning theories and instructional methods
Ethics, laws, and regulations of acceptable behavior interventions
Interpersonal skills needed to manage crisis situations
Technology, such as Microsoft Word, Excel, and PowerPoint
Correct English grammar, punctuation, and spelling
Bilingual applicants strongly encouraged to apply
Other Requirements:
Ability to Manage Stress in Fast Paced Environment
Meet Attendance Requirements
Active RBT Certification for at least 1 year.
Employed with ABC for at least 6 months as an RBT
Successful completion of fingerprinting, criminal history background check, and drug testing
upon request
Multitasking
Transparency
Timeliness
Administrative Assistant (AA) Job Description
Job Duties:
Employee Schedules
1. Update Employee Schedules on CR each Friday
2. Review Remind to identify any call ins
3. Compile list of schedule changes and email HR and ABC email by 7:45am
4. Ensure coverage for all teams
5. Send Remind to staff who need follow ups due to schedule changes by 8am
6. Make changes as needed
7. Communicate changes to Team Leads to assist with adjustments
8. Collaborate with HR/billing to ensure notes are converted each week
Assist w/ Closing
1. Assign and monitor the completion of assigned cleaning task
2. Track completion on Excel Sheets and provide feedback as needed
Client Schedules
1. Communicate and write out supervision schedules for staff @ Cordova each morning
2. Monitor and update client group schedules as needed (A, B, & C)
3. Print/Laminate schedules as needed for each group
4. Collaborate with Andrea
Group Activities
1. Create group activities (Mindfulness, Go Noodle, etc.. ) per group on a rotating schedules
2. Assign Group Leads per Client for the month and make changes as needed
3. Create supply list of needed items for group activities and provide to office manager
Newsletters: (2 hr -last week of the month)
1. Complete Monthly for Parents (Post in Remind, Social Media, & lobby) Due last Friday of the
month
2. Complete Monthly for Therapist to recap monthly highlights (Post in Remind & staff lounge)
3. Update boards
Client Attendance logs
1. Conduct weekly reviews of client sign in sheets for thoroughness
2. Track any attendance discrepancies (late arrivals,early departures, call outs, cancellations) on Excel
Calendar
a. Clients' attendance that drops under 70% for the month should be reported to the
Director of Client Services and the following should occur: a documented verbal, written,
suspension, placed back or waitlist or referred out.
3. Audit sign in and out sheets for accuracy Friday of each week
Make note whose sign in sheet require modifications and correct by the end of following
week
4. Monitor Late Log entries then to Billing Department every Friday by EOD
Clinic Event Calendar
Create clinic calendar to reflect dates of Closures & Events
Daily Clerical and logistical needs of an office
Schedule and Conduct Tours
Answer phone, logging information, copying files, responding to emails, and greeting and
assisting visitors to the office
Create Notices
1. Collaborate w/ Shelby Oaks Lead to post notices
2. Send notices to parents
Parent Training Reminders
Attendance notifications
School Notices
Remind Notifications
Waitlist Management-
1. Answer the phone to assist with Waitlist Needs then add to waitlist
2. Review faxes for new referrals
3. Contact families for additional information
4. Compile resources for children who do not meet therapy criteria (Age, severity, diagnosis)
5. Add new clients to waitlist spreadsheet
6. Monitor/Adjust the waitlist to determine who needs to be added or removed
7. Collaborate with HR to determine staffing needs based on client intakes
8. Communicate with parents to inform them of openings or current waitlist status
9. Review CR systems for intake ( move clients from spreadsheets to CR)
10. Review and request items needed
11. Schedule new clients
12. Gather paperwork and packets for intake
13. Highlight 4 clients to each month to start assessment we will initiate each month
14. Assign to BCBA or Intern
Collaborate with HR
1. Coverage needs for following week
a. Scheduled staff & Clients off
2. Review staff and client attendance
3. Client needs for audits
Conduct Orientation for New & Existing & Parents Monthly
Review updated policies
Success stories
Parent Training participation
Share resource
Review contracts/policies, etc... Documents in Docusign
Conduct intake process for new parents (meet the therapist, review scheduling, etc...)
Assign/Give access to parents for CentralReach to complete orientation,review policies, sign
forms/contracts
Mandatory overtime to ensure duties are fulfilled weekly
1. Must be approved prior too
ABC Behavior Therapy LLC is committed to creating a diverse environment and is proud to be an equal opportunity
employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender,
gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. In addition to
federal law requirements, ABC Behavior Therapy complies with applicable state and local laws governing
nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting,
hiring, placement, promotion, termination, layof , recall, transfer, leaves of absence, compensation and training.