Behavioral Momentum, LLC
Clinical Administrative Assistant
Behavioral Momentum, LLC, Bakersfield, California, United States, 93399
Clinical Administrative Assistant
Position Summary
The Clinical Administrative Assistant provides critical administrative and operational support to ensure the efficient operation of the clinical administrative office for our ABA agency. This position is responsible for a wide range of administrative duties, including insurance verifications, report submissions, onboarding new clients, managing communications, and supporting departmental needs across HR, Payroll, and Scheduling. Additionally, this role provides support to the clinical team by covering centers as needed, including assisting with staff breaks and lunches. The Clinical Administrative Assistant reports directly to the Directors and plays a key role in ensuring families, staff, and clients receive exceptional support.
Qualifications & Skills • 1 year Administrative/office experience required • Bachelor's degree in an Administrative field required • Experience with record retention and filing preferred • Bilingual (Spanish) preferred • Proficiency in Microsoft Office and Google Workspace • Knowledge of HIPAA policies and procedures • Must pass background check • Availability to work within hours of operation: Mon-Fri 8:00am-7:00pm; Sat 8:00am-2:30pm • Willingness to travel between job sites within Bakersfield/Wasco area • Energetic, coachable, and professional demeanor • Strong written and verbal communication skills • Ability to think critically, work independently, and manage multiple priorities • Organized, detail-oriented, and adaptable • Ability to accept constructive feedback and maintain professionalism • Positive, friendly, and collaborative team player
Key Responsibilities
Administrative Support • Manage a high volume of incoming phone calls; provide guidance and support to current and potential client families • Coordinate and schedule appointments/follow-ups for new referrals and authorizations • Use Homebase and email systems to communicate with staff, supervisors, and paraprofessionals • Send and respond to correspondence including emails, faxes, and mail distribution • Support with filing, documentation, and record retention for Clinical, Directors, and Admin teams • Provide tours of centers and assist visitors, clients, and candidates
Insurance & Billing • Verify insurance benefits and inform clients of plan details and accumulations • Upload and submit insurance documentation accurately and on time • Support with assigned monthly bills, QuickBooks entries, support with billing systems (i.e.,Theralytics program)
Cross-Departmental Support • Collaborate with HR for employee onboarding documents and record updates • Support Payroll department with assigned tasks as needed • Assist Scheduling department with updates and coordination • Assist with event/activity coordination, set-up, and communication
Clinical & Center Support • Support the clinical team by covering centers as needed, including assisting with staff breaks and lunches • May cover up to 20 hours per week of scheduled direct therapy • Help maintain clean and organized office and center environments • Help with inventory
Additional Tasks • Run errands such as post office runs, mail drop-offs, and supply purchases • Assist Directors with inventory management and tracking • Support with client record submissions (e.g., Social Security)
Benefits • 3 Paid Vacation Days (24 hours) • 5 Paid Holidays (New Year's Day, Independence Day, Thanksgiving Day, Christmas Eve, Christmas Day) • Health Benefits (if applicable) • 401(k) with Employer Match (if applicable) • Paid Sick Time • Employee Socials • Ongoing Training and Professional Coaching
*This is not a remote position*
This job description outlines essential job functions but does not provide an exhaustive list of duties. Responsibilities may vary based on organizational needs and are subject to change at the discretion of Behavioral Momentum Services, LLC.
Position Summary
The Clinical Administrative Assistant provides critical administrative and operational support to ensure the efficient operation of the clinical administrative office for our ABA agency. This position is responsible for a wide range of administrative duties, including insurance verifications, report submissions, onboarding new clients, managing communications, and supporting departmental needs across HR, Payroll, and Scheduling. Additionally, this role provides support to the clinical team by covering centers as needed, including assisting with staff breaks and lunches. The Clinical Administrative Assistant reports directly to the Directors and plays a key role in ensuring families, staff, and clients receive exceptional support.
Qualifications & Skills • 1 year Administrative/office experience required • Bachelor's degree in an Administrative field required • Experience with record retention and filing preferred • Bilingual (Spanish) preferred • Proficiency in Microsoft Office and Google Workspace • Knowledge of HIPAA policies and procedures • Must pass background check • Availability to work within hours of operation: Mon-Fri 8:00am-7:00pm; Sat 8:00am-2:30pm • Willingness to travel between job sites within Bakersfield/Wasco area • Energetic, coachable, and professional demeanor • Strong written and verbal communication skills • Ability to think critically, work independently, and manage multiple priorities • Organized, detail-oriented, and adaptable • Ability to accept constructive feedback and maintain professionalism • Positive, friendly, and collaborative team player
Key Responsibilities
Administrative Support • Manage a high volume of incoming phone calls; provide guidance and support to current and potential client families • Coordinate and schedule appointments/follow-ups for new referrals and authorizations • Use Homebase and email systems to communicate with staff, supervisors, and paraprofessionals • Send and respond to correspondence including emails, faxes, and mail distribution • Support with filing, documentation, and record retention for Clinical, Directors, and Admin teams • Provide tours of centers and assist visitors, clients, and candidates
Insurance & Billing • Verify insurance benefits and inform clients of plan details and accumulations • Upload and submit insurance documentation accurately and on time • Support with assigned monthly bills, QuickBooks entries, support with billing systems (i.e.,Theralytics program)
Cross-Departmental Support • Collaborate with HR for employee onboarding documents and record updates • Support Payroll department with assigned tasks as needed • Assist Scheduling department with updates and coordination • Assist with event/activity coordination, set-up, and communication
Clinical & Center Support • Support the clinical team by covering centers as needed, including assisting with staff breaks and lunches • May cover up to 20 hours per week of scheduled direct therapy • Help maintain clean and organized office and center environments • Help with inventory
Additional Tasks • Run errands such as post office runs, mail drop-offs, and supply purchases • Assist Directors with inventory management and tracking • Support with client record submissions (e.g., Social Security)
Benefits • 3 Paid Vacation Days (24 hours) • 5 Paid Holidays (New Year's Day, Independence Day, Thanksgiving Day, Christmas Eve, Christmas Day) • Health Benefits (if applicable) • 401(k) with Employer Match (if applicable) • Paid Sick Time • Employee Socials • Ongoing Training and Professional Coaching
*This is not a remote position*
This job description outlines essential job functions but does not provide an exhaustive list of duties. Responsibilities may vary based on organizational needs and are subject to change at the discretion of Behavioral Momentum Services, LLC.