If you are highly organized and detail-oriented, we want to hear from you. We are seeking an Office Specialist in our Ellensburg, WA location to play a crucial role in ensuring the smooth operation of administrative tasks within the center, including scheduling and ensuring the center is clean and tidy. This position requires excellent communication skills, proficiency in office software, and a commitment to providing exceptional customer service to our clients and their families.

About Aim Star Learning

At Aim Star Learning, we celebrate each client’s special spark. We truly believe that every child is extraordinary, just the way they are, filled with incredible potential. Our mission is to be their champion, support squad, advocate, and ally, providing the tools and support they need to open more opportunities and empower them to the fullest.

Aim Star Learning was founded in 2018 with a vision to help all children, teens, and adults thrive. Collectively, we have seen the difference ABA therapy can make in the lives of our clients and we want to make it available and convenient to more families. Aim Star Learning strives to create a space where everyone belongs and where our clients and providers can thrive and grow.

Position Purpose

As an Office Specialist, you will play a crucial role in ensuring the smooth operations at our center is Ellensburg, WA You will be responsible for managing the Ellensburg schedule for clients and staff, greeting staff and clients, and helping organize and care for our center so it looks top-notch. Your precision and dedication will directly impact our ability to provide exceptional care to individuals with unique needs.

Location: This position is in-person in our Ellensburg center.

Benefits:

• Comprehensive health coverage: Take care of your health with our top-tier health, dental, and vision insurance.
• Financial health: Secure your financial future with our competitive 401K matching program.
• Work-life balance: Achieve a fulfilling balance between work and personal life with our generous Personal Time Off (PTO).
• Learning & Training: Fuel your growth through continuous learning and specialized training programs.
• Profit Sharing: Be a stakeholder in your success at Aim Star Learning with our profit-sharing opportunities.
• Employee Assistance Program: Access support services to navigate personal challenges. If you are ready to make a meaningful impact in a challenging and rewarding environment, apply now to join our dedicated team. Together, we can make a difference in the lives of those we serve.

Job Responsibilities

Key Responsibilities:

Front Desk Operations:

• Greet and assist clients, visitors, and staff in a friendly and professional manner.
• Answer phone calls, respond to inquiries, and direct calls to appropriate staff members.
• Manage incoming and outgoing mail and packages.
• Maintain a clean and organized reception area.

Office Pride:

• Ensure high pride in the center, ensuring that it is properly cleaned, organized, and taken care of by the cleaning company, staff, and where needed by you.
• Communicate needs and expectations to cleaning company and staff.
• Stock supplies in proper locations and ensure supplies are removed from boxes, and well-organized in proper location.

Administrative Support:

• Manage the Ellensburg center schedule for clients and staff, ensuring that all changes have been entered into appropriate documents.
• Communicate all schedule changes clearly, accurately, immediately, and thoughtfully to clients and staff.
• Prepare and maintain client files, ensuring accuracy and confidentiality, always ensuring adherence to HIPAA and PHI.
• Input data into electronic systems accurately and efficiently.
• Assist with billing and insurance verification processes.

Documentation and Record-Keeping:

• Maintain accurate records of client attendance, progress notes, and session logs.
• Ensure compliance with all regulatory requirements and company policies.
• Assist in preparing reports and presentations as needed.

Inventory Management:

• Monitor and order office supplies and materials as necessary.
• Maintain inventory records and reconcile discrepancies.
• Ensure supplies and materials are properly placed in their locations.

Customer Service:

• Provide friendly and helpful assistance to clients and their families, addressing their needs and concerns promptly and professionally.
• Serve as a point of contact for inquiries and provide information about our services.

Required Skills and Qualifications

Qualifications:

• High school diploma or equivalent; Associate degree preferred.
• Previous experience in office administration or customer service preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A positive attitude and a willingness to learn and adapt in a fast-paced environment.
• Familiarity with Applied Behavior Analysis (ABA) principles and practices is a plus.