We are looking for a responsible and efficient Administrative Assistant to help perform a variety of tasks in a busy office environment. At Spectrum, we work as a team and we work hard to ensure that we provide the very best services to our clients. We also pride ourselves on having a professional and supportive work environment for all staff. We are looking to hire immediately.
Duties of the Administrative Assistant include providing support to our employees, assisting in daily office needs and managing our company’s general administrative activities. Administrative Assistant responsibilities include making schedules, handling patient and staff communication, completing background checks, and other various tasks. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry (ABA Therapy), we’d like to meet you. The ideal candidate also has experience with patient confidentially and HIPAA requirements. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office. An assistant will be provided to ensure all work is complete daily.
The position will require fielding phone calls at 6:30 am to direct appropriate communication and then working in the office from 8am-3:30pm with a one hour lunch break. This is a salaried position.
Responsibilities
- Answer and direct phone calls, take messages as needed
- Organize and schedule appointments
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Order office supplies
- Maintain contact lists
- Provide general support to visitors
- Act as the point of contact for internal and external clients
- Respond to inquiries
- Keep track of the waiting list
- Complete intake appointments with new clients
- Communicate to parents and/or staff any scheduling changes and update the schedules
- Keep track of authorizations
- Complete prior authorizations and eligibility checks
- Keep track of and communicate deadlines to staff
Scheduling
- Coordinate events such as office parties, dinners, and team building activities
- Schedule appointments for clients and supervisors
- Plan company meetings
- Create any travel arrangements needed
- Reserve conference rooms for meetings
- Check to ensure all sessions are filled for the day
- Communicate with coworkers and directors to review agendas
- Build RBT schedules for the following week
- Fill in schedules when people are out
Onboarding Employees
- Welcome new employees into the office and get them acquainted to the workplace
- Provide and assist new employees with appropriate paperwork needed
- Introduce new employees to coworkers
- Demonstrate how office software is used and where to find the appropriate records and files
- Assist new hire with setting up iPads
- Set up new employee accounts on CentralReach and Gusto
Onboarding Clients
- Add referral to practice management software
- Consult with third parties regarding paperwork and intake information
- Review client paperwork
- Add new clients into CentralReach
- Intake calls with new families as needed
- Fill out paperwork as needed and send to families to complete
- Schedule and complete intake appointments
- Schedule assessment dates
- Connect client to appropriate staff within CentralReach
- Review all paperwork for completion
- Turn in paperwork to other parties, as needed
Bookkeeping
- Create invoices & Process Payments
- Creating non-billable appointments
- Assisting the billing department with timesheets
Organization
- Maintain schedules for employees
- Sort through mail and deliver to appropriate person
- Inventory office supplies
- File documents digitally and physically to create east of access
Skills
- Proven experience as an administrative assistant or office admin assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
Other Responsibilities
- Maintain office equipment
- Perform online research for various topics
- Maintain social media accounts for the company
- Transcribe various forms of information and input into correct location
- Update handbooks and other documentation
- Gather and organize paperwork
- Assist with departure of employees
- Ensure cleanliness of the office
Work Remotely
Job Type: Full-time
Pay: From $500.00 per week
Benefits:
- Dental insurance
- Health insurance
- Professional development assistance
- Vision insurance
Schedule:
- Monday to Friday
- No nights
Education:
- High school or equivalent (Preferred)
Experience:
- Medical office experience: 1 year (Preferred)
- Customer service: 1 year (Required)
Ability to Relocate:
- Hinesville, GA 31313: Relocate before starting work (Required)
Work Location: In person