Bilingual Intake Administrative Support Specialist

Job Description

Job Description

Our ABA Program and Purpose

Applied Behavior Analysis (ABA) is a scientific approach to understanding and changing behavior. It is rooted in the principles of behaviorism and focuses on improving specific behaviors while addressing socially significant issues. ABA programs are used to help individuals with various challenges, most notably in populations with autism spectrum disorder (ASD), but also in a variety of other developmental, behavioral, and psychological conditions.

Key Components of an ABA Program

1. Assessment: ABA begins with an assessment to understand an individual's behavior, environment, and the factors influencing these behaviors. This may include interviews, observations, and standardized assessments
2. Goal Setting: Based on the assessment, specific, measurable, and attainable goals are set for the individual, focusing on areas that need improvement (e.g., social skills, communication, academic skills, etc.)
3. Behavioral Interventions: The ABA program implements interventions using positive reinforcement, prompting, modeling, and other strategies to promote desired behaviors and reduce undesired ones. These interventions are highly individualized to match the person’s needs
4. Data Collection & Monitoring: ABA programs are data-driven. Behavior is continuously monitored, and progress is tracked. Based on this data, adjustments to the intervention are made to ensure that the person is progressing toward their goals
5. Generalization & Maintenance: Skills learned through ABA are reinforced in various environments (home, school, community) to ensure they are applied across different contexts. Maintenance of skills over time is also a focus

Job Summary

The Bilingual Intake Administrative Support Specialist plays a key role in ensuring a smooth, welcoming, and organized experience for families entering ABA services. This position manages front‐office operations, supports client intake workflows, and provides clear, culturally responsive communication in both English and Spanish. The Specialist assists caregivers with completing forms, gathers required documentation, coordinates initial scheduling, and maintains accurate client records. By combining strong administrative skills with compassionate, bilingual support, this role helps families navigate the onboarding process and supports the clinical team in delivering high‐quality, accessible care.

• Provide bilingual (English/Spanish) support to clients and caregivers during intake, onboarding, and ongoing communication.
• Manage front office operations, including greeting visitors, answering calls, and maintaining a welcoming clinic environment.
• Assist families with completing intake forms, authorizations, and required documentation, ensuring accuracy and compliance.
• Coordinate initial scheduling for assessments, evaluations, and therapy sessions, and support ongoing appointment changes.
• Maintain organized client records, digital files, and documentation in accordance with HIPAA and clinic policies.
• Communicate effectively with clinical staff to relay client updates, scheduling needs, and documentation status.
• Support insurance and authorization workflows by collecting necessary information and directing families to appropriate resources.
• Monitor and respond to emails, messages, and inquiries in a timely and professional manner.
• Assist with daily administrative tasks such as data entry, copying, scanning, and preparing client materials.
• Help ensure smooth clinic operations by anticipating needs, resolving front‐office issues, and supporting workflow efficiency.
• Provide culturally responsive customer service to families, helping them navigate ABA services with clarity and confidence.
• Other duties as assigned

Education and Qualifications

• Required: High school diploma or equivalent (Associate's degree preferred)
• Experience: Must have at least 2 years of administrative experience based within a healthcare clinical-based setting
• Required: Must be bilingual in Spanish
• At least 21 years of age
• Proficient in Microsoft Office Suite and comfortable using electronic health record (EHR) systems
• Must be able to work from 9:00 PM - 5:30 PM throughout the week

Skills

• Bilingual communication (English/Spanish) with the ability to explain forms, processes, and service information clearly.
• Strong customer service skills with a warm, professional, and culturally responsive approach to families.
• Excellent verbal and written communication, including the ability to relay information accurately to caregivers and clinical staff.
• Organizational and time‐management skills to handle multiple tasks, deadlines, and shifting priorities.
• Attention to detail when reviewing forms, entering data, and maintaining client records.
• Proficiency with office software (Google Workspace, Microsoft Office, scheduling platforms, EMR systems).
• Ability to manage front‐office operations, including phones, visitor flow, and daily administrative tasks.
• Problem‐solving skills to address scheduling conflicts, documentation issues, and client questions.
• Professionalism and confidentiality, with adherence to HIPAA and clinic policies.
• Interpersonal skills to build rapport with families and collaborate effectively with clinical teams.
• Adaptability in a fast‐paced clinical environment with frequent changes in schedules and priorities.
• Data entry accuracy and comfort working with digital forms, client portals, and intake systems.

Why Work With Us:

• Join a passionate and driven team dedicated to making a positive impact in the community
• Opportunities for growth, development, and professional advancement
• Work in an inspiring environment that fosters learning and personal growth

Health Insurance Options

Positive Life & Learning Solutions, LLC does not provide employer-paid health insurance benefits, we partner with LIOR Agency, LLC, an independent insurance broker. LIOR Agency, LLC offers access to affordable health insurance plans, including health, dental, and vision options tailored to our employees' needs.

ADA Accommodation Notice

In accordance with the Americans with Disabilities Act (ADA), Positive Life & Learning Solutions, LLC is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process.

If you require assistance or an accommodation to complete this application or participate in any part of the hiring process, please contact Human Resources (HR). All requests for accommodation will be handled confidentially and in accordance with applicable laws.

Positive Life & Learning Solutions, LLC. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.