Office Administrator & Scheduler

Job Summary: Friendly and professional face of East Valley, Arizona. Coordinates client service schedules and intakes, and various client related needs. Coordinates staff schedules and provides solutions as needs arise. Answers phones, faxes, and serves as communication liaison between clients, Bista service providers, and between clients and billing consultants/Bista admin. Conducts insurance related tasks such as benefits checks and authorization requests. Provides support on miscellaneous administrative tasks as they arise. Essential Duties and Responsibilities: Greets staff and clients with a professional and friendly demeanor; answers general parent questions at drop-off/pick-up. Handles inbound and outbound telephone calls to schedule clients for intake appointments, therapy services, and field basic questions regarding current services. Ensures each client’s and staff’s schedule is maximized on a regular basis with special care shown during school breaks. Coordinates scheduling on an immediate and daily basis, according to staff and client needs to ensure clients receive complete care. Maintains a clean and orderly workspace. Prepares biweekly payroll data for submission along with facilitation of staff mileage reimbursements. Proactively reviews, monitors, and adjusts resources availability on a daily basis to manage in the moment schedule adjustments by updating the calendar and all related parties. Provides rapid support and timely response to operations team to meet the changing circumstances in the schedules (Ex. Recommendations to hire new staff members based on client need). Handles last-minute scheduling cancellations or revisions with composure and quick solicitation of alternative resource availability to minimize disruptions to coverage. Utilizes problem solving skills to identify optional solutions. Tracks basic office needs and reports needs to Office Manager. Maintains HIPAA and professional boundaries with all clients and parents/caregivers. Supports KPI related tasks. Assists with billing communication between clients and Bloom billing services. Assists with insurance communication between all stakeholders. Directs incoming correspondence to appropriate contacts (Bista admin, BCBAs, Bloom…etc.) Coordinates clinic needs, schedules, and open/closing tasks., Intake Coordination Mileage Submission Translation Services Miscellaneous Tasks Supervisory Responsibilities: Manages and approves BT/RBT/Intern time off in Paylocity. Reviews all staff payroll and mileage submissions for payment. Required Knowledge/Skills/Abilities: Knowledge of standard office procedures, equipment, and good oral and written communication skills Competency in the use of computer technology Competence with the following software: Microsoft Word, Excel, and Outlook Ability to maintain regular and timely attendance Ability to maintain professionalism in all forms of communication Able to multi-task and juggle last minute requests to support the team Language Skills: Ability to communicate effectively with students, parents, staff, districts, agencies, and members of the community. Ability to read, analyze, write, and complete educational documents used in the setting. Reasoning Abilities: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to quickly analyze problems use problem solving skills to attain the optimal solution. Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. During the course of the workday, the employee is frequently sitting at the computer/desk for extended periods, but the position also includes walking and standing while performing the duties of this job. The employee may frequently bend or twist at the neck and back; reach with hands and arms; climb, balance, stoop, kneel, crouch or crawl while performing the duties of this job. The employee is regularly required to use hands and fingers to handle or feel objects, tools, or controls. Specific vision abilities required by this job include peripheral vision, close vision, distance vision, color vision, depth perception and the ability to adjust focus. Specific hearing abilities required by this job include the ability to hear the spoken word at a normal volume and at 20 feet with back turned. The employee must regularly lift and/or move up to 10 pounds, infrequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Work Environment: The noise level in the work environment is usually quiet to moderate. Clients may exhibit inappropriate physical behavior which may include hitting, biting, kicking, etc. MINIMUM QUALIFICATIONS Qualification Requirements: Candidates for employment will be sent to a designated facility to undergo a drug-use test as part of the pre-employment process. From time to time, ACCEL will require employees to undergo drug-use or an alcohol impairment test on a random basis. All personnel hired by ACCEL, as a condition of certification, are required to have a valid fingerprint clearance card. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Education and Experience: High School Diploma or General Equivalency Diploma (GED). One year of experience as a Medical Scheduler in a primary care practice, hospital, or healthcare environment. Job Type: Full-time Pay: $18.00 per hour Expected hours: 30 – 40 per week Benefits: Dental insurance Paid time off Referral program Tuition reimbursement Schedule: Monday to Friday No weekends Work Location: In person