What are the responsibilities and job description for the Administrative Assistant position at ABC Behavior Therapy LLC?
ABC Behavior Therapy LLC is looking for an Administrative Assistant (AA) that is an organized and experienced leader to join our leadership team. An Administrative Assistant, or Administrative Aide, is responsible for supporting an administrative professional to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities. Their duties include, greeting office visitors, composing documents on behalf of Administrators. A handle general office tasks and administrative duties, such as directing communications between colleagues and clients,
organizing schedules and events, entering data, maintaining office equipment and so on. An effective AA enables teams to be focused on their goals and prepared for anything that comes their way. It is a vital role, especially for teams and individuals that have a lot of plates in the air at all times. We are looking for an AA to organize our medical facility’s functions. You will support day-to-day operations by performing administrative tasks and ensuring high quality customer service for our patients & staff members of ABC. As an AA, you will perform various tasks on a daily basis. So, you should be able to multitask and prioritize. We also expect you to handle sensitive information confidentially. If you are able
to combine exceptional communication skills with an ability to perform ‘behind the scenes’ tasks, we would like you to join our leadership team.
Availability: Monday through Friday 8a-4p- After Hours as needed to fulfill duties
Skills and Abilities to:
● Proficient computer skills, Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel), and
instructional software
● Strict adherence to company philosophy/mission statement/growth goals
● Strong project management skills with the ability to supervise multiple projects
● Good interpersonal skills and communication with all levels of management
● Organized and able to create multiple timelines and schedules
● Able to multitask, prioritize, and manage time efficiently
● Excellent leadership, team building, and management skills
● Encouraging to team and staff; able to mentor and lead
● Excellent verbal and written communication skills
● Able to analyze problems and strategize for better solutions
Knowledge of:
● Strong Written and Verbal Communication Skills
● Ethics of ABA
● Programming for skill acquisition and behavior reduction
● Mission and Vision of ABC Behavior Therapy
● Learning theories and instructional methods
● Ethics, laws, and regulations of acceptable behavior interventions
● Interpersonal skills needed to manage crisis situations
● Technology, such as Microsoft Word, Excel, and PowerPoint
● Correct English grammar, punctuation, and spelling
● Bilingual applicants strongly encouraged to apply
Other Requirements:
● Ability to Manage Stress in Fast Paced Environment
● Meet Attendance Requirements
● Active RBT Certification for at least 1 year.
● Employed with ABC for at least 6 months as an RBT
● Successful completion of fingerprinting, criminal history background check, and drug testing
upon request
● Multitasking
● Transparency
● Timeliness
Administrative Assistant (AA) Job Description
Job Duties:
● Employee Schedules
1. Update Employee Schedules on CR each Friday
2. Review Remind to identify any call ins
3. Compile list of schedule changes and email HR and ABC email by 7:45am
4. Ensure coverage for all teams
5. Send Remind to staff who need follow ups due to schedule changes by 8am
6. Make changes as needed
7. Communicate changes to Team Leads to assist with adjustments
8. Collaborate with HR/billing to ensure notes are converted each week
● Assist w/ Closing
1. Assign and monitor the completion of assigned cleaning task
2. Track completion on Excel Sheets and provide feedback as needed
● Client Schedules
1. Communicate and write out supervision schedules for staff @ Cordova each morning
2. Monitor and update client group schedules as needed (A, B, & C)
3. Print/Laminate schedules as needed for each group
4. Collaborate with Andrea
● Group Activities
1. Create group activities (Mindfulness, Go Noodle, etc.. ) per group on a rotating schedules
2. Assign Group Leads per Client for the month and make changes as needed
3. Create supply list of needed items for group activities and provide to office manager
● Newsletters: (2 hr -last week of the month)
1. Complete Monthly for Parents (Post in Remind, Social Media, & lobby) Due last Friday of the
month
2. Complete Monthly for Therapist to recap monthly highlights (Post in Remind & staff lounge)
3. Update boards
● Client Attendance logs
1. Conduct weekly reviews of client sign in sheets for thoroughness
2. Track any attendance discrepancies (late arrivals,early departures, call outs, cancellations) on Excel
Calendar
a. Clients' attendance that drops under 70% for the month should be reported to the
Director of Client Services and the following should occur: a documented verbal, written,
suspension, placed back or waitlist or referred out.
3. Audit sign in and out sheets for accuracy Friday of each week
● Make note whose sign in sheet require modifications and correct by the end of following
week
4. Monitor Late Log entries then to Billing Department every Friday by EOD
● Clinic Event Calendar
➢ Create clinic calendar to reflect dates of Closures & Events
● Daily Clerical and logistical needs of an office
➢ Schedule and Conduct Tours
➢ Answer phone, logging information, copying files, responding to emails, and greeting and
assisting visitors to the office
● Create Notices
1. Collaborate w/ Shelby Oaks Lead to post notices
2. Send notices to parents
➢ Parent Training Reminders
➢ Attendance notifications
➢ School Notices
➢ Remind Notifications
Waitlist Management-
1. Answer the phone to assist with Waitlist Needs then add to waitlist
2. Review faxes for new referrals
3. Contact families for additional information
4. Compile resources for children who do not meet therapy criteria (Age, severity, diagnosis)
5. Add new clients to waitlist spreadsheet
6. Monitor/Adjust the waitlist to determine who needs to be added or removed
7. Collaborate with HR to determine staffing needs based on client intakes
8. Communicate with parents to inform them of openings or current waitlist status
9. Review CR systems for intake ( move clients from spreadsheets to CR)
10. Review and request items needed
11. Schedule new clients
12. Gather paperwork and packets for intake
13. Highlight 4 clients to each month to start assessment we will initiate each month
14. Assign to BCBA or Intern
● Collaborate with HR
1. Coverage needs for following week
a. Scheduled staff & Clients off
2. Review staff and client attendance
3. Client needs for audits
● Conduct Orientation for New & Existing & Parents Monthly
➢ Review updated policies
➢ Success stories
➢ Parent Training participation
➢ Share resource
➢ Review contracts/policies, etc... Documents in Docusign
➢ Conduct intake process for new parents (meet the therapist, review scheduling, etc...)
➢ Assign/Give access to parents for CentralReach to complete orientation,review policies, sign
forms/contracts
● Mandatory overtime to ensure duties are fulfilled weekly
1. Must be approved prior too
ABC Behavior Therapy LLC is committed to creating a diverse environment and is proud to be an equal opportunity
employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender,
gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. In addition to
federal law requirements, ABC Behavior Therapy complies with applicable state and local laws governing
nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting,
hiring, placement, promotion, termination, layof , recall, transfer, leaves of absence, compensation and training.
organizing schedules and events, entering data, maintaining office equipment and so on. An effective AA enables teams to be focused on their goals and prepared for anything that comes their way. It is a vital role, especially for teams and individuals that have a lot of plates in the air at all times. We are looking for an AA to organize our medical facility’s functions. You will support day-to-day operations by performing administrative tasks and ensuring high quality customer service for our patients & staff members of ABC. As an AA, you will perform various tasks on a daily basis. So, you should be able to multitask and prioritize. We also expect you to handle sensitive information confidentially. If you are able
to combine exceptional communication skills with an ability to perform ‘behind the scenes’ tasks, we would like you to join our leadership team.
Availability: Monday through Friday 8a-4p- After Hours as needed to fulfill duties
Skills and Abilities to:
● Proficient computer skills, Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel), and
instructional software
● Strict adherence to company philosophy/mission statement/growth goals
● Strong project management skills with the ability to supervise multiple projects
● Good interpersonal skills and communication with all levels of management
● Organized and able to create multiple timelines and schedules
● Able to multitask, prioritize, and manage time efficiently
● Excellent leadership, team building, and management skills
● Encouraging to team and staff; able to mentor and lead
● Excellent verbal and written communication skills
● Able to analyze problems and strategize for better solutions
Knowledge of:
● Strong Written and Verbal Communication Skills
● Ethics of ABA
● Programming for skill acquisition and behavior reduction
● Mission and Vision of ABC Behavior Therapy
● Learning theories and instructional methods
● Ethics, laws, and regulations of acceptable behavior interventions
● Interpersonal skills needed to manage crisis situations
● Technology, such as Microsoft Word, Excel, and PowerPoint
● Correct English grammar, punctuation, and spelling
● Bilingual applicants strongly encouraged to apply
Other Requirements:
● Ability to Manage Stress in Fast Paced Environment
● Meet Attendance Requirements
● Active RBT Certification for at least 1 year.
● Employed with ABC for at least 6 months as an RBT
● Successful completion of fingerprinting, criminal history background check, and drug testing
upon request
● Multitasking
● Transparency
● Timeliness
Administrative Assistant (AA) Job Description
Job Duties:
● Employee Schedules
1. Update Employee Schedules on CR each Friday
2. Review Remind to identify any call ins
3. Compile list of schedule changes and email HR and ABC email by 7:45am
4. Ensure coverage for all teams
5. Send Remind to staff who need follow ups due to schedule changes by 8am
6. Make changes as needed
7. Communicate changes to Team Leads to assist with adjustments
8. Collaborate with HR/billing to ensure notes are converted each week
● Assist w/ Closing
1. Assign and monitor the completion of assigned cleaning task
2. Track completion on Excel Sheets and provide feedback as needed
● Client Schedules
1. Communicate and write out supervision schedules for staff @ Cordova each morning
2. Monitor and update client group schedules as needed (A, B, & C)
3. Print/Laminate schedules as needed for each group
4. Collaborate with Andrea
● Group Activities
1. Create group activities (Mindfulness, Go Noodle, etc.. ) per group on a rotating schedules
2. Assign Group Leads per Client for the month and make changes as needed
3. Create supply list of needed items for group activities and provide to office manager
● Newsletters: (2 hr -last week of the month)
1. Complete Monthly for Parents (Post in Remind, Social Media, & lobby) Due last Friday of the
month
2. Complete Monthly for Therapist to recap monthly highlights (Post in Remind & staff lounge)
3. Update boards
● Client Attendance logs
1. Conduct weekly reviews of client sign in sheets for thoroughness
2. Track any attendance discrepancies (late arrivals,early departures, call outs, cancellations) on Excel
Calendar
a. Clients' attendance that drops under 70% for the month should be reported to the
Director of Client Services and the following should occur: a documented verbal, written,
suspension, placed back or waitlist or referred out.
3. Audit sign in and out sheets for accuracy Friday of each week
● Make note whose sign in sheet require modifications and correct by the end of following
week
4. Monitor Late Log entries then to Billing Department every Friday by EOD
● Clinic Event Calendar
➢ Create clinic calendar to reflect dates of Closures & Events
● Daily Clerical and logistical needs of an office
➢ Schedule and Conduct Tours
➢ Answer phone, logging information, copying files, responding to emails, and greeting and
assisting visitors to the office
● Create Notices
1. Collaborate w/ Shelby Oaks Lead to post notices
2. Send notices to parents
➢ Parent Training Reminders
➢ Attendance notifications
➢ School Notices
➢ Remind Notifications
Waitlist Management-
1. Answer the phone to assist with Waitlist Needs then add to waitlist
2. Review faxes for new referrals
3. Contact families for additional information
4. Compile resources for children who do not meet therapy criteria (Age, severity, diagnosis)
5. Add new clients to waitlist spreadsheet
6. Monitor/Adjust the waitlist to determine who needs to be added or removed
7. Collaborate with HR to determine staffing needs based on client intakes
8. Communicate with parents to inform them of openings or current waitlist status
9. Review CR systems for intake ( move clients from spreadsheets to CR)
10. Review and request items needed
11. Schedule new clients
12. Gather paperwork and packets for intake
13. Highlight 4 clients to each month to start assessment we will initiate each month
14. Assign to BCBA or Intern
● Collaborate with HR
1. Coverage needs for following week
a. Scheduled staff & Clients off
2. Review staff and client attendance
3. Client needs for audits
● Conduct Orientation for New & Existing & Parents Monthly
➢ Review updated policies
➢ Success stories
➢ Parent Training participation
➢ Share resource
➢ Review contracts/policies, etc... Documents in Docusign
➢ Conduct intake process for new parents (meet the therapist, review scheduling, etc...)
➢ Assign/Give access to parents for CentralReach to complete orientation,review policies, sign
forms/contracts
● Mandatory overtime to ensure duties are fulfilled weekly
1. Must be approved prior too
ABC Behavior Therapy LLC is committed to creating a diverse environment and is proud to be an equal opportunity
employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender,
gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. In addition to
federal law requirements, ABC Behavior Therapy complies with applicable state and local laws governing
nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting,
hiring, placement, promotion, termination, layof , recall, transfer, leaves of absence, compensation and training.
Salary : $18
