Assistant Office Manager

Able Autism Therapy Services; Duluth (GA); On-site; USD 45,000 - 70,000; Full time

Benefits offered by this job

Free uniforms

Health insurance

Paid time off

Vision insurance

401(k)

401(k) matching

Bonus based on performance

Competitive salary

Dental insurance

Employee discounts

Job summary

Able Autism Therapy Services in Duluth, GA is seeking an Assistant Office Manager to help run the center’s day-to-day activities and support the Office Manager with long-term goals. The role requires the ability to work independently and to manage a diverse team with excellent interpersonal skills.

You must satisfy a criminal background check as defined by agency policy. This position involves coordinating schedules, overseeing staff, and ensuring smooth clinic operations; a positive attitude

Qualifications

• Must perform essential duties satisfactorily.
• Excellent managerial and interpersonal skills.
• Ability to work with a positive attitude and serve as a role model for clients, employees and peers.
• Reasonable accommodations may be made for individuals with disabilities to perform essential functions.
• Strong organization and administrative skills.
• Knowledge of home, clinic, school and community-based operations, functions, and staffing requirements.
• Active RBT certification is required.
• Bilingual Spanish preferred.

Responsibilities

• Respond to incoming calls and route to appropriate areas.
• Manage employees, create schedules, track performance, assist with hiring/firing decisions.
• Contact referral sources to locate new clients.
• Be the main point of contact for equipment, facility maintenance, and supplies management.
• Greet visitors and assist parents at the clinic.
• Coordinate maintenance with outside vendors and ensure cleanliness.
• Support HR in staff appreciation and engagement initiatives.
• Ensure safety and security of clients, employees, and guests.
• Keep clinic information accurate including paperwork for families and clients.
• Assist in onboarding new therapists and assigning cases as needed.
• Maintain clinic schedule and timely appointments.

Skills

Managerial skills

Interpersonal skills

Organization skills

Problem solving

Bilingual Spanish

RBT certification

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Benefits

• Free uniforms
• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance
• Employee discounts

Overview

Able Autism Therapy Services — Assistant Office Manager. Help manage the center with day-to-day activities and support the Office Manager with long-term goals. Ability to work independently and manage a diverse team with excellent interpersonal skills, and 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
• Ability to perform duties with a positive attitude and serve as a dynamic and positive role model for clients, employees and peers
• 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 the Office Manager with hiring and firing decisions
• Contact 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
• Ensure cleanliness and waste management as needed
• 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
• Maintain the clinic schedule and keep all information accurate, including contact information and 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
• Identify substitute therapists as needed if authorized for a client when an employee is unable to deliver their scheduled direct service hours; maximize utilization of authorized therapy hours and employee availabilities
• Ensure families have all company policies and contact information for each clinic
• Provide guidance to teams responsible for the efficient processing of client intake and (re)authorization for applicable funding sources to ensure timely commencement and continuation 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 maintained by staff
• Be punctual, set a positive example, and ensure all staff are on time with their start and end times for sessions
• Arrive at the center at least 10 minutes before opening time
• Maintain resources needed for the clinic to operate efficiently, including office supplies, clinical materials, equipment maintenance, and facility cleanliness
• In case of last-minute cancellations or emergencies, provide direct therapy until a therapist is available
• Complete any additional duties assigned by the Office Manager