Assistant Office Manager

Ableaba; Duluth (GA); On-site; USD 40,000 - 80,000; Full time

Job summary

An established industry player in mental health care is seeking an Assistant Office Manager to support day-to-day operations and long-term goals. This role requires excellent managerial and interpersonal skills to lead a diverse team effectively. Responsibilities include managing employee schedules, responding to client inquiries, and ensuring compliance with company policies. The ideal candidate will be an innovative thinker with strong organizational skills and a commitment to fostering a positive work environment. Join this dynamic team and contribute to making a meaningful impact in the lives of clients and staff alike!

Benefits

401(k)

401(k) matching

Bonus based on performance

Competitive salary

Dental insurance

Employee discounts

Health insurance

Paid time off

Vision insurance

Qualifications

• Ability to manage a diverse team with excellent interpersonal skills.
• Strong organization and administrative skills required.

Responsibilities

• Manage employees, create schedules, and assist the office manager.
• Respond to incoming calls and manage client inquiries.
• Ensure safety and security of all clients and employees.

Skills

Managerial Skills

Interpersonal Skills

Organizational Skills

Problem-Solving Skills

Analytical Skills

Bilingual Spanish

Education

Valid and active RBT certification

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Join to apply for the Assistant Office Manager role at Able Autism Therapy Services.

Benefits:

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

Able Autism Therapy Services - Assistant Office Manager Job Description:

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 the ability to work effectively and compassionately. Satisfy criminal background check as defined by agency policy.

Qualifications:

• 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 essential functions.
• 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.
• 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.
• 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 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.
• Maintain the clinic schedule and keep 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.
• 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 if 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.
• 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 timely placement of all new hires.
• Ensure all clinical materials are developed and distributed to clinicians in a timely manner.
• Ensure all materials and office equipment are in good order and taken care of properly by staff.
• Help employees with laminating, cutting, and preparing clinical materials.
• Be punctual, set an example, and ensure all staff are on time with their start and end times with their sessions.
• 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 therapist is available.
• Help train new employees and therapists as needed.
• Complete any additional duties assigned by the Office Manager.

Seniority level: Not Applicable

Employment type: Full-time

Job function: Administrative

Industries: Mental Health Care