Secretary / Administrative Assistant (ABA Agency) Job at Remote VA in Los Angele

Secretary/Administrative Assistant

We are a growing ABA agency seeking a highly organized, reliable, and professional Secretary/Administrative Assistant to support our daily operations. This role requires excellent English, strong communication skills, and the ability to manage multiple tasks in a fast-paced environment. You will be the first point of contact for families, BCBAs, RBTs, care managers, and partner agencieshelping ensure smooth scheduling, documentation, and coordination across the organization.

Administrative & Office Management

• Manage phone calls, emails, messages, and general communication.
• Schedule evaluations, BCBA appointments, supervision sessions, and parent trainings.
• Maintain organized digital files (LPHA forms, staff credentials, consents, intake forms, insurance documents).
• Track authorizations, service hours, expirations, and renewals.
• Assist with staff onboarding: collecting IDs, certifications, background checks, employment paperwork.
• Enter and maintain data in internal systems (Durable, Monday.com, spreadsheets).

Client & Staff Coordination

• Serve as the main point of contact for parents/caregivers regarding scheduling and paperwork.
• Communicate with insurance companies, service coordinators, and schools.
• Support BCBAs with scheduling, documentation reminders, and follow-up tasks.
• Maintain calendars, reminders, and weekly service logs.

Billing & Compliance Support

• Prepare documentation required for billing and authorization submissions.
• Track session notes, timesheets, and compliance forms.
• Notify leadership of missing documentation or potential compliance issues.