Assistant Office Manager

Job Description

Job Description

Qualifications
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

COMPUTER SKILLS
• 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

Responsibilities
• 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
• Maintaining the clinic schedule and keeping 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
• Identifying substitute therapists as needed if authorized for a client if an 
employee is unable to deliver their scheduled direct service hours. Maximize 
utilization of authorized therapy hours and employee availabilities.
• Ensuring 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 
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 The 
therapist is available.
• Train new employees and therapists as needed.
• Complete any additional duties given by the Office Manager