Clinic-Based Administrative Assistant for ABA Company

Job Description

Job Description

Benefits / Perks

• Competitive Compensation
• Supportive, Team-Oriented Environment
• PTO, Holidays and Sick Days Available!

10 days PTO

• 4 paid holidays
• 5 sick days

Job Summary

We are seeking a motivated and compassionate Administrative Assistant to join our team. In this important role, you will provide essential administrative support to our clinicians and staff, ensuring they have the resources and information they need to deliver high-quality care to our clients. You will assist with intake processes, insurance authorizations, appointment scheduling, and general administrative tasks that help our clinic run smoothly. The ideal candidate is highly organized, has excellent communication skills, and is comfortable working in a fast-paced, client-focused environment.

Responsibilities

• Answer incoming phone calls, directing them to the appropriate clinician or team member
• Schedule appointments and maintain a well-organized calendar to coordinate therapy sessions
• Assist families through the intake process, gathering and submitting necessary documents such as insurance authorizations, Verification of Benefits, and other required paperwork
• Communicate effectively with families, team members, and insurance providers, ensuring all necessary documentation is submitted on time
• Write emails, memos, and letters to internal staff and families, ensuring clear and professional communication
• Maintain organized filing systems, including protected health information (PHI), in compliance with HIPAA standards
• Contribute to company reports and support the administrative department with day-to-day tasks
• Support the Administrative Lead in various projects, including developing and updating office procedures
• Learn and implement ABA-specific processes, such as submitting insurance authorizations and handling client intake forms

Qualifications

• High school diploma / GED required; Associates degree or administrative training preferred
• Previous experience as an Administrative Assistant or in a healthcare setting (experience with ABA services is a plus)
• Familiarity with standard office equipment (printers, fax machines, etc.)
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Strong organizational skills with the ability to multitask and prioritize tasks in a fast-paced environment
• Excellent written and verbal communication skills, with a compassionate and professional demeanor
• Knowledge of or willingness to learn about insurance authorizations and billing procedures within the healthcare or ABA field
• Experience with HIPAA regulations and handling sensitive patient information is preferred

Holiday schedule! All "closed" holidays are a PTO day.

• Martin Luther King Jr. Day (Third Monday in January)

Open

• Memorial Day (Last Monday in May)

Open

• Juneteenth (June 19)

Open

• Independence Day (July 4)

Open

• Labor Day (First Monday in September)

Open

• Indigenous Peoples Day (Second Monday in October)

Open

• Veterans Day (November 11)

Open

• Thanksgiving Day (Fourth Thursday in November)

Closed

• Christmas Eve (December 24)

Closed

• Christmas Day (December 25)

Closed

• New Year's Day (January 1)

Closed

Why Join Us?

We are dedicated to providing a positive and supportive environment for both our clients and our team members. As part of our team, youll play a key role in ensuring that the administrative side of our services runs smoothly, allowing our clinicians to focus on delivering life-changing therapy to children and families. This is an excellent opportunity to grow within the field of ABA and healthcare administration.