Secretary / Administrative Assistant (ABA Agency)

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 agencies—helping ensure smooth scheduling, documentation, and coordination across the organization.

Key Responsibilities

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.

Requirements

Qualifications

• Excellent English communication skills (spoken and written).
• Prior administrative, secretarial, or scheduling experience—preferably in a healthcare or ABA setting.
• Familiarity with ABA documentation, insurance forms, or therapy scheduling is a strong advantage.
• Experience using tools such as Monday.com, Google Workspace, Durable, or similar platforms.