Office Assistant (ABA) - Van Nuys

Job Title: Clinic Office Assistant
Location: (In person) Van Nuys

Position Overview:
The Clinic Office Assistant in an ABA clinic plays a crucial role in ensuring the efficient operation of the clinic, focusing on providing administrative and clerical support to the clinical team and families of children receiving ABA services. This role involves supporting scheduling, maintaining cleanliness of the clinic, supporting staff regulations, and fostering a welcoming environment for children and families.

Key Responsibilities:

• Greet children, families, and caregivers in a friendly, welcoming manner upon arrival.
• Check-in clients and tracking attendance.
• Schedule and confirm therapy appointments if they are late or need to attend a makeup using the clinic’s electronic health record (EHR) system.
• Ensure client records are kept accurate and up-to-date while adhering to HIPAA and other relevant privacy regulations.
• Coordinate with Behavior Analysts (BCBAs), Program Managers, and Behavior Technicians and other clinical staff to ensure smooth patient flow and adherence to therapy schedules, and staff conduct.
• Answer phone calls, manage clinic emails, and respond to parent or caregiver inquiries, directing them to the appropriate staff as needed.
• Assist with the preparation of client materials such as laminating, printing, mailing materials.
• Maintain a child-friendly, organized front office and waiting area, including managing sensory tools or activities for children while they wait.
• Assisting Behavior Technicians with breaks, toileting for clients, and diaper changes to ensure client safety and privacy.
• Supporting the clinic’s culture and morale by adding holiday décor, coordinating themes, and promoting a friendly workplace.
• Maintaining work regulations, safety training attendance, and overall collaboration between staff and clients.
• Keeping the clinic clean across staff and client areas, opening and closing the clinic and reporting any maintenance issues to appropriate staff.
• Help manage clinic inventory, ordering supplies and materials needed for therapy sessions, as directed.
• Handle confidential and sensitive information with discretion and professionalism.
• Provide additional administrative support, including faxing, filing, data entry, and assisting clinical staff as needed.

• Must be fluent in Spanish and English 
• High school diploma or equivalent required; Associate’s degree or coursework in child development, psychology, or a related field is a plus.
• Prior experience in a pediatric clinic, behavioral health setting, or medical office is preferred.
• Familiarity with ABA therapy, special education, or working with children with developmental disabilities is a plus.
• Knowledge of electronic health record (EHR) systems and medical terminology is helpful.
• Excellent communication, organizational, and multitasking skills.
• Ability to interact with children, families, and staff with patience, empathy, and professionalism.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment.

• Ability to sit, stand, walk, and interact with children for extended periods.
• Must be able to lift up to 50 pounds occasionally.

Work Hours: 8am-5pm (8-hours) Monday to Friday, and some weekends.
Salary: $21.00 - $23.00 per hour