Operations Associate

Positive Behavior Support Consulting & Psychological Resources, PC • Northport, NY

1d • $23 - $25 • Onsite

About The Position

Under the direction of the Office Manager, the Operations Associate performs day-to-day administrative and HR tasks. This person must have an eye for detail and be a fast learner. Understanding data confidentiality principles is compulsory. PBS relies on the accuracy of data in its systems.

Requirements

• Bachelor’s degree or equivalent experience
• Minimum of 2-3 years of experience in operations or a similar role.
• Proficiency in Google Workspace (especially Google Sheets -Microsoft Office Suite especially Excel acceptable). Formulas & pivot tables are a must!
• Knowledge of practice management software is a plus.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management skills.
• Prioritizes effectively can work under pressure and meets deadlines.
• High level of accuracy and attention to detail.
• Ability to handle sensitive and confidential information with discretion.
• Strong communication skills, both written and verbal.
• Ability to work independently and as part of a team.

Nice To Haves

• Experience in HR-related tasks is a plus.

Responsibilities

• Ensure office systems interfaces are in sync.
• Keep accurate records of transactions and maintain filing.
• Assist in maintaining the day-to-day efficiency of essential operational functions.
• Other limited duties as assigned by the Office Manager to ensure the smooth day-to-day administration of the company.
• Track expiration dates for provider malpractice insurance, professional licenses, and certifications; proactively send renewal reminders and confirm receipt of updated documentation before authorizing payroll.
• Support new hire onboarding, including paperwork collection (I-9, W-4, direct deposit, emergency contacts), benefits enrollment coordination, and systems access setup.
• Coordinate background checks, fingerprint clearance per NYSED requirements, and reference verification for incoming staff.
• Maintain accurate, confidential employee files in alignment with HIPAA, HR record retention standards, and applicable state and federal regulations.
• Distribute and track signed acknowledgments for handbook updates, policy changes, and required annual notices.
• Support offboarding, including final timesheets, removal of system access, and exit documentation.
• Maintain strict confidentiality of all employee, financial, and proprietary information.
• Produce and distribute the company newsletter, including content gathering, drafting, formatting, and timely delivery to all staff.
• Coordinate communication and logistics for company-wide events, trainings, holiday closures, and recognition initiatives.
• Assist the Director with entering client services, session data, and billing entries into the clinical practice management system (WebABA), ensuring accuracy and timely data entry.
• Support periodic chart audits, billing audits, and compliance reviews by pulling reports, verifying documentation, and following up with clinical staff on missing or inconsistent entries.
• Coordinate with the Director and clinical team to resolve documentation gaps identified during audits or system reviews.
• Maintain audit-ready records and assist in preparing documentation for internal reviews, payer audits, and regulatory inspections.

Benefits

• Ongoing Training
• Collaborative teams
• Retirement for all employees
• Healthcare for Full-time staff only
• Tuition reimbursement
• HIPAA-compliant systems for communication, practice management, and clinical casework
• Company-paid malpractice and workers' compensation insurance
• Paid sick time
• Referral bonus program
• Paid time off for administrative and leadership team members

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level