Administrative Assistant

Company Summary

ALP is a full service provider that specializes in the treatment of autism and other developmental disabilities. Our broad thinking approach addresses the whole individual by collaborating with doctors, therapists, schools and specialists. ALP’s goal is to work with their patients to achieve the best possible outcome… PROGRESS!
Company Values and Core Competencies
Our company values are: Excellence, Respect, Accountability, Teamwork, Compassion, Collaboration, Stewardship, and Honesty
Our core competencies are: Demonstrating self-awareness, interpersonal savvy, communicates effectively, collaborates, decision quality, instills trust, ensures accountability, customer focus, drives results, and nimble learning

Position Summary
The Administrative Assistant serves as the first point of contact for anyone entering the office. The Administrative Assistant’s job duties include, but are not limited to, maintaining office appearance and equipment/supplies, invoices, answering any incoming calls, creating schedules, and providing general support to all employees and visitors of the office.

This position will be hybrid: 1/2 Administrative and 1/2 as a Behavior Technician

Essential Job Functions

• Serve as the point person for office management duties, such as office maintenance, mailing, supplies, equipment, and invoices
• Phone duties: o Answer incoming calls, transfer to appropriate staff member, transfer to voicemail when unavailable o Listen to voicemails, e-mail messages to appropriate staff member
• Welcome all visitors into office
• Order any necessary office supplies for regional offices, including requests for social skills supplies or requests from upper-management o Complete Amazon order as necessary o Complete Staples order as necessary o Coordinate with IT department for any office equipment needs
• Ensure that all supplies are stocked in appropriate areas on a daily basis o Printer ink and toner o Bathroom supplies o Cleaning/sanitation supplies and PPE (gloves, masks, etc.) o CPA folders
• Address any necessary office repairs on an as-needed basis
• Ensure that office is kept clean and orderly on a daily basis o Throw away any old food in refrigerator at end of each week
• Ensure that all client files are scanned and uploaded to Central Reach in a timely manner o Shred documents if required

• Assist clinical staff with maintaining RSVP lists for any onsite or offsite events using Constant

Contact

• Maintain list of any toys/materials checked out from office o Follow up if items are not returned within two weeks of check out date
• Receive and sort mail on a daily basis o Ensure mail promptly goes to appropriate recipients
• Initiate Staff Change Notice (SCN) and send to appropriate e-mail on an as-needed basis
• Missing Signature Audit: Pull report in CR of missing signatures and email staff to collect them on a daily and monthly basis
• Send back old equipment to IT when employee terminates
• Run safety inspections on a monthly basis, and fix any issues
• Schedule fire department safety inspections on an annual basis
• Run office fire drill annually
• Unpack and distribute orders on an as-need basis
• Maintain supply room organization
• Additional responsibilities assigned by regional directors may include: o Expense reports o Employee conversion audits o Report uploads and data entry required by local funding sources o Employee mileage audits o Marketing efforts o Co-pay and client signature collection
• Other additional duties as needed

Skills and Abilities

• Microsoft Office basics (Word, Excel, Outlook) o Excel: sorting, filtering, freeze panes, etc.
• Excellent verbal and written communication
• Time management, prioritization, and organization
• Detail oriented: ability to analyze spreadsheets/trackers and create action plans based on data

Education, Licenses, and Certifications

• Bachelor’s degree preferred

Experience

• Experience with HIPAA highly preferred
• 6 months previous experience in an office setting

Additional Requirements

• Valid driver’s license and auto insurance (driving is required).
• Good driving record
• Reliable transportation
• Enthusiasm and professionalism

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.

Physical Demands

Stand- Occasionally up to 1/3
Walk- Occasionally up to 1/3
Sit- Constantly 2/3 or more
Talk or Hear- Constantly 2/3 or more
Push/Pull- Occasionally up to 1/3
Stoop/Kneel- Occasionally up to 1/3
Crouch or Crawl-None
Reach with hands and arms- Frequently 1/3 to 2/3
Lift up to 15 lbs- Occasionally up to 1/3
Lift up to 25 lbs- Occasionally up to 1/3
Lift up to 50 lbs- Occasionally up to 1/3

Work Environment:

Noise Level- Intermittently Loud

Job Duties Disclaimer Statement
This position description does not imply that these are the only duties to be performed by the employee. Employee will be required to follow all other job-related instructions and to perform all other job related duties directed by their supervisor.

Autism Learning Partners supports a diverse workforce and is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $18.50 - $21.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• ABA: 1 year (Preferred)
• office setting: 1 year (Preferred)
• HIPAA: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: One location