Assistant Office Manager

Job Description

Job Description

Benefits:

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

Qualifications
To perform this job successfully, an individual must be able to perform each essential
duty satisfactorily
Excellent Managerial and interpersonal skills.
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