Assistant Office Manager

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