Administrative Assistant

Administrative Assistant Job Description

Description: Administrative Assistants provide clerical and administrative support in the delivery of Behavior Analysis services. This position is a full time non-exempt position that reports to the CEO and Clinical Director.

Education/Experience:

• Minimum AA or BA/BS Degree
• Preferred Microsoft Office knowledge base
• Scheduling Experience
• Must have Valid Driver’s License and transportation
• Minimum 2 years Customer service experience

Job Requirements:

• Strong verbal and written communication
• Time management and organizational skills, and problem solving capabilities
• Team player that works collaboratively and compassionately with others, including caregivers
• Experience with working with individuals with disabilities or challenges
• Great interpersonal skills
• Capable of adapting as business needs require
• Ability to accept feedback on work performance
• Meet goals set forth in Key responsibilities
• Adhere to company policies and procedures and all Federal, State, and all local requirements, including HIPPA Privacy &Security
• Maintains required documentation
• Ability to make weekly schedules for RBTs to ensure hours are met each week

Key Responsibilities:

• Follow up on incoming calls for new referrals. Either obtain information over the phone and enter into platform or provide them with the Service Request form to complete and return
• Demonstrates checking and responding to voicemails; forward to CEO or analyst as appropriate
• Create and maintain the schedule for RBTs' sessions with clients
• Demonstrates checking and responding to emails daily
• Organize and schedule appointments with admin software
• Responsible for planning meetings and take detailed minutes
• Demonstrates checking client list for new entries and follow up via phone and email
• Follow up with caregiver or agencies that have remained on the waitlist in excess of 2 weeks to provide a status update
• Processes and checks status of submitted insurance/Medicaid authorizations as planned
• Ensures all incoming faxes are upload documents to client files
• Documents notes in file for all contacts/follow up for client referrals
• Conducts at least two document reviews per week (using Document Reviewform) to ensure that required materials (e.g., plans, data) are present and adequate. Note client codes for files reviewed.
• Obtains benefits and coverage information for ABA therapy for Autism and provide to caregiver
• Assists with invoicing caregiver
• Follows up with Behavior Analysts or Behavior Techs if missing paperwork
• Responsible for Email/visit/fax targeted businesses, organizations, and groups to market services
• Responsible for Email/visit/fax to market for Behavior Analysts
• Assists in community-building activities and participation in local events, including ZÖe events
• Assists with disseminating Satisfaction Surveys
• Other duties as assigned by supervisor

*Key responsibilities are examples, not all duties may be listed and are subject to change based on business needs.

Training Requirements and Supervision: Administrative Assistants are trained on the responsibilities listed in this document and supervised by the Clinical Director/CEO.

Performance Evaluation: Evaluations and individual feedback will be provided as needed. A 90 day evaluation will be provided and then annually thereafter. This position is eligible for benefits, PTO/Sick, and paid holidays after passing 90 day probationary period.

Physical Requirements:

• Frequent mobility, standing and/ or sitting for extended period of time
• Frequent bending and stooping required
• Requires occasional lifting up to 50 lbs of boxes of paper, supplies, and other items
• Requires frequent handling of materials
• Occasional weight –bearing may exceed 50 lbs.

*Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

ZOe Center for ABA and Development Services, LLC does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.

Job Type: Full-time

Pay: From $17.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Customer service: 2 years (Preferred)

Ability to Relocate:

• Columbus, GA 31901: Relocate before starting work (Required)

Work Location: In person

Salary : $17