Benefits:

Competitive salary

Job Summary

The Office Assistant plays a critical administrative support role at Breaking Barriers Institute. This position is responsible for ensuring smooth daily office operations, supporting clinical and leadership teams, maintaining accurate documentation, assisting with scheduling and communication, and helping uphold compliance standards in a fast-paced ABA and speech therapy environment.

The ideal candidate is highly organized, detail-oriented, professional, and able to manage multiple tasks while maintaining confidentiality and providing excellent customer service to families, staff, and funding sources.

Key Responsibilities

Administrative & Front Office Support

Answer and direct phone calls, emails, and walk-ins in a professional manner

Greet families and visitors and provide check-in/check-out support

Maintain organized digital and physical filing systems

Prepare intake packets and ensure required documentation is completed

Scan, upload, and manage client records in compliance with HIPAA

Scheduling & Coordination

Assist with clinician and technician scheduling

Support coordination of evaluations, intakes, and supervision sessions

Track staff availability and communicate scheduling updates

Monitor cancellations and notify appropriate supervisors

Billing & Documentation Support

Assist in collecting session notes and required documentation

Help track authorizations and service hours

Support billing team with document collection as requested

Ensure paperwork is completed accurately and on time

HR & Compliance Support

Assist with onboarding paperwork (I-9s, TB results, credential tracking)

Track employee files and required certifications

Support payroll document collection as directed

Maintain confidentiality of personnel records

Office Operations

Order office and clinical supplies

Maintain clean and organized office spaces

Support special projects and leadership initiatives

Assist with preparation for audits or funding reviews

Qualifications

High school diploma or equivalent

Minimum 1 year administrative or office experience

Strong organizational and multitasking skills

Proficiency in Microsoft Office and/or Google Workspace

Excellent verbal and written communication skills

Ability to handle confidential information with discretion

Reliable transportation (if supporting multiple office sites)

Preferred

Experience in healthcare, ABA, therapy, or educational settings

Familiarity with HIPAA regulations

Experience with scheduling software or EHR systems

Bilingual (Spanish preferred for BBI demographic)

Key Competencies

Attention to detail

Time management

Professionalism

Customer service mindset

Problem-solving ability

Adaptability in a fast-paced environment

Work Environment

This position works primarily in an office setting and may occasionally interact with clients, families, and clinical staff. The role requires prolonged sitting, computer use, and occasional lifting of office supplies (up to 25 lbs).