Assistant Office Manager

Able Autism Therapy Services - Assistant Office Manager Job Description:

 

Help Manage the center with the day to day activities and support Office Manager with long term goals. Ability to work independently and manage the diverse team with excellent interpersonal skills and ability to work effectively and compassionately. Satisfy criminal background check as defined by agency policy.

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
·        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
·        Bilingual Spanish preferred.

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, 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 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 to include contact information and all required paperwork for families and clients

·        Complete schedules for all clinical staff and ensure timely conversion of all appointments
·        Help hire new therapists, interview them and onboard them.

·        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 

·        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 timely placement of all new hires 

·        Ensure all materials and office equipment are in good order and taken care of properly by staff

·        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 facility

·        In case of last minute cancellations or emergencies, provide direct therapy until a therapist is available. 

·        Complete any additional duties given by the Office Manager