Administrative Assistant / RBT

Position: Administrative Assistant / RBT Job Details

• Job Type: Full-Time (Hourly)

Work Schedule

• Expected to work 40 hours per week, exclusive of any unpaid meal breaks.

Qualifications

• High School Diploma or equivalent (Required)
• Valid Driver’s License (Required)
• Must pass a criminal background check (Required)
• Must obtain or be willing to obtain RBT (Registered Behavior Technician) certification

Benefits

• Paid Time Off (PTO):
• Accrual: 1 hour per 20 hours worked
• Maximum: 80 hours per year
• PTO usable after 30 days
• Accrual and maximum yearly hours increase yearly
• 11 Paid Holidays
• Health Insurance: To be offered soon

Position Overview

The Administrative Assistant supports both administrative operations within the ABA clinic. This role ensures efficient scheduling, communication, documentation, and compliance while also assisting with direct client care and staff support as needed.

This position requires strong organizational skills, adaptability, professionalism, and the ability to work in a fast-paced clinical environment.

Key ResponsibilitiesAdministrative & Office Support

• Answer and manage incoming phone calls professionally
• Handle general office coordination and daily administrative tasks
• Assist with opening and closing procedures

Scheduling & Staffing Support

• Create and maintain staff and client schedules with the Clinical Director
• Communicate schedule updates, changes, and coverage needs
• Assist with onboarding logistics (training schedules, system access, documentation)
• Support staffing coverage during absences or transitions

Client Support

• Maintain accurate and organized client records (intake, authorizations, demographics)
• Ensure schedules align with staffing and insurance authorization limits
• Track attendance, cancellations, and no-shows and report trends

Insurance & Compliance Support

• Conduct Verification of Benefits (VOB) for clients
• Submit and track insurance authorizations and reauthorizations, ensuring all required documentation and paperwork are completed, collected, and maintained in a timely and accurate manner.
• Track authorizations and reauthorization timelines
• Assist with insurance-related tasks (verifications, documentation, appeals coordination)
• Ensure compliance with Medicaid and payer requirements
• Maintain strict HIPAA compliance

Communication & Outreach

• Serve as a communication liaison between families, providers, and staff
• Follow up on paperwork, signatures, and documentation
• Support referrals by coordinating intake and communication with new clients
• Assist with community outreach efforts (events, partnerships, awareness initiatives)

Social Media Support

• Post on clinic social media platforms (e.g., Instagram, Facebook) at least 2 times per week
• Assist in maintaining a professional and engaging online presence

Direct Client Services (As Needed)

• Provide 1:1 ABA therapy services when needed
• Implement behavior intervention plans under BCBA supervision
• Collect and record accurate behavioral data
• Follow all clinical, safety, and ethical guidelines
• Communicate observations to supervising BCBAs

Pay: $18.00 - $22.00 per hour

Benefits:

• Paid time off

Work Location: In person