Office Assistant

Position: Operations Associate

Location: East Northport, NY | This is Not a Remote Position.

Hourly: $25-$28/HR

Schedule: Monday-Friday (5- hours/day)
Employment Type: Part Time

Do you want to LOVE where you work?

Positive Behavior Support Consulting & Psychological Resources (PBS) provides a collaborative work environment with experienced professionals from varied backgrounds to improve our students', families', and caregivers' quality of life. We have a broader vision than most competitors, stressing continuity and long-term relationships with our families. We value out-of-the-box solutions from our innovative staff. We are always looking for qualified people to join our family.

Job Overview:

Under the direction of the Office Manager, the Operations Associate performs day-to-day administrative and HR tasks. This person must have an eye for detail and be a fast learner. Understanding data confidentiality principles is compulsory. PBS relies on the accuracy of data in its systems.

Key Responsibilities:

• Ensure office systems interfaces are in sync.
• Keep accurate records of transactions and maintain filing.
• Assist in maintaining the day-to-day efficiency of essential operational functions.
• Other limited duties as assigned by the Office Manager to ensure the smooth day-to-day administration of the company.
• Track expiration dates for provider malpractice insurance, professional licenses, and certifications; proactively send renewal reminders and confirm receipt of updated documentation before authorizing payroll
• Support new hire onboarding, including paperwork collection (I-9, W-4, direct deposit, emergency contacts), benefits enrollment coordination, and systems access setup
• Coordinate background checks, fingerprint clearance per NYSED requirements, and reference verification for incoming staff
• Maintain accurate, confidential employee files in alignment with HIPAA, HR record retention standards, and applicable state and federal regulations
• Distribute and track signed acknowledgments for handbook updates, policy changes, and required annual notices
• Support offboarding, including final timesheets, removal of system access, and exit documentation
• Maintain strict confidentiality of all employee, financial, and proprietary information
• Produce and distribute the company newsletter, including content gathering, drafting, formatting, and timely delivery to all staff
• Coordinate communication and logistics for company-wide events, trainings, holiday closures, and recognition initiatives
• Assist the Director with entering client services, session data, and billing entries into the clinical practice management system (WebABA), ensuring accuracy and timely data entry
• Support periodic chart audits, billing audits, and compliance reviews by pulling reports, verifying documentation, and following up with clinical staff on missing or inconsistent entries
• Coordinate with the Director and clinical team to resolve documentation gaps identified during audits or system reviews
• Maintain audit-ready records and assist in preparing documentation for internal reviews, payer audits, and regulatory inspections

Qualifications:

• Bachelor's degree or equivalent experience
• Minimum of 2-3 years of experience in operations or a similar role.
• Proficiency in Google Workspace (especially Google Sheets -Microsoft Office Suite especially Excel acceptable). Formulas & pivot tables are a must! Knowledge of practice management software is a plus.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management skills.
• Prioritizes effectively can work under pressure and meets deadlines.
• High level of accuracy and attention to detail.
• Ability to handle sensitive and confidential information with discretion.
• Strong communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Experience in HR-related tasks is a plus.

Our Benefits Include:

• Ongoing Training
• Collaborative teams
• Retirement for all employees
• Healthcare for Full-time staff only
• Tuition reimbursement
• HIPAA-compliant systems for communication, practice management, and clinical casework
• Company-paid malpractice and workers' compensation insurance
• Paid sick time
• Referral bonus program
• Paid time off for administrative and leadership team members

About Us:

We support students, families, and schools across Long Island, including Nassau County, Suffolk County, Brooklyn, and Queens. Our services extend to training, workshops, seminars, and conference presentations throughout New York State. With a proven track record in over 60 school districts, we are committed to excellence, helping students overcome challenges, have positive school experiences, and achieve meaningful lifestyle outcomes in the community after graduation. Our team of certified teachers, licensed behavior analysts, and clinical psychologists supports individuals from early intervention through late adulthood, ensuring high-quality service delivery through regular feedback and support.

Our Mission and Philosophy:

Our mission is to help students with autism spectrum disorders, developmental disabilities, and behavioral challenges by providing comprehensive support services that lead to fulfilling and productive experiences in school, at home, and in the community. We believe all individuals have the right to access the community, and a thorough examination of each person's life plan can enhance physical, emotional, and social well-being. By building skills and changing environments and support systems, we overcome barriers affecting quality of life. We rely on evidence-based interventions, grounded in empirical research, and believe in interventions occurring in natural settings with natural support. Our community outreach efforts, including our not-for-profit Positive Community Connections (PCC), provide additional resources, support, and funding for families.

If you're ready to make a positive difference and be part of a supportive team, APPLY TODAY!