What are the responsibilities and job description for the Administrative Assistant position at Sparking Change?
The mission of the Administrative Assistant at Sparking Change LLC is to provide efficient, accurate, and professional administrative support that enables the clinical team to deliver high-quality ABA services. This role is dedicated to assisting with all administrative functions, including scheduling, documentation, communication, record management, and operational coordination, while ensuring compliance, organization, and exceptional customer service. By supporting the clinical and leadership teams with administrative tasks, the Administrative Assistant contributes to a seamless workflow and enhances the overall experience for clients, families, and staff.
Essential Job Responsibilities
The Administrative Assistant is responsible for, but not limited to:
Client Services
- Answer incoming phone calls and respond to emails professionally and promptly. Greet clients, families, visitors, and staff in a courteous and professional manner. Schedule intake appointments. Maintain client communication regarding appointments and scheduling changes. Assist families with onboarding paperwork and required documentation.
Administrative Duties
- Maintain accurate electronic and physical client records. Scan, upload, organize, and file confidential documents. Prepare forms, reports, letters, and other administrative documents. Monitor office supplies and coordinate purchasing when necessary. Maintain calendars for clinical leadership. Coordinate office meetings and prepare meeting materials. Ensure compliance with HIPAA confidentiality requirements.
Scheduling Support
- Assist with staff scheduling and appointment coordination. Notify clinicians and families of schedule changes. Monitor therapist availability and communicate staffing needs. Assist with maintaining accurate scheduling systems.
Human Resources Support
- Assist with employee onboarding and personnel file maintenance. Collect required employment documents. Maintain employee certifications, trainings, and credential expiration dates. Support recruitment activities and interview scheduling.
Insurance and Billing Support
- Verify receipt of required documentation for insurance authorization. Assist with tracking authorizations and expiration dates. Support billing staff by organizing documentation as requested. Communicate with insurance companies regarding administrative requests when appropriate.
Compliance
- Maintain confidentiality of Protected Health Information (PHI). Follow HIPAA, OSHA, Medicaid, BACB, and company policies. Ensure all documentation is accurate, organized, and completed within required timelines. Report concerns regarding compliance, safety, or confidentiality immediately.
Other Duties
- Assist leadership with special projects. Perform additional administrative duties as assigned. Support a positive, collaborative, and professional work environment.
Required Qualifications
- High school diploma or GED. Strong verbal and written communication skills. Bilingual (English/Spanish) preferred. Excellent organizational and time-management abilities. Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace. Ability to maintain strict confidentiality. Ability to multitask and prioritize competing responsibilities.
Work Environment
The Administrative Assistant primarily works in a professional office setting supporting clinical operations. The environment is generally quiet but may include frequent interaction with families, clients, therapists, and other staff members. The position requires regular use of computers, office equipment, telephones, printers, and other administrative technology.
Occasional exposure to children receiving ABA services may occur in office or clinic settings.
Pay: $17.00 - $20.00 per hour
Work Location: In person
Salary : $17 - $20