Assistant Office Manager

Able Autism Therapy Services•Alpharetta, GA

26d•Onsite

About The Position

Able Autism Therapy Services is seeking an Assistant Office Manager to help manage the center's day-to-day activities and support the Office Manager with long-term goals. This role requires the ability to work independently, manage a diverse team with excellent interpersonal skills, and work effectively and compassionately. The successful candidate must also satisfy a criminal background check as defined by agency policy.

Requirements

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
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
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.

Nice To Haves

Bilingual Spanish preferred.

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