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Administrative Assistant
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PUZZLE THERAPY SERVICES, INC.
Cape Coral, FL (In Person)
$36,400 Salary, Full-Time
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Job Description
Administrative Assistant Puzzle Therapy Services, Inc. is seeking a dynamic, highly organized, and proactive Administrative Assistant to support daily office operations and help ensure a smooth workflow across departments. This vital role involves coordinating general business activities, appointment-setting, records control, front desk support, scheduling, financial and operational reporting, and other administrative functions within a behavior analysis services environment. The ideal candidate will have strong organizational skills, excellent communication abilities, sound administrative judgment, and the ability to manage multiple priorities in a fast-paced setting. Administrative experience in the field of behavior analysis services is required. Spanish fluency is also required. Essential Duties and Responsibilities The essential functions include, but are not limited to: Manage front desk duties, including greeting visitors, answering multi-line phone systems, and providing excellent customer service. Coordinate appointment-setting, calendar management, scheduling, records control, and general office services. Interpret and communicate operating policies and office procedures. Analyze office practices such as record-keeping systems, forms control, office layout, and personnel needs; recommend and implement improvements as needed. Coordinate collection and preparation of financial and operational reports. Support budget accounting operations, invoicing, expense tracking, and bookkeeping tasks using QuickBooks or similar software. Perform data entry, filing, proofreading, scanning, mailing, photocopying, and preparation of reports, presentations, tables, graphs, and other documents. Locate, compile, assemble, and categorize information for reports, records, calculations, and administrative decision-making. Assist with interviewing job applicants and orientation of new employees as needed. Coordinate office supplies, inventory management, and general office maintenance. Assist with special events planning and other administrative projects. Use Microsoft Office, Google Workspace, email, electronic calendars, spreadsheets, databases, and other office support software. Exercise independent administrative judgment and assume responsibility for decisions impacting staff, costs, workflow, and quality of service. Minimum Qualifications High School Diploma or GED required; two years of college or equivalent work experience preferred. Minimum of three years of related administrative experience or relevant coursework. Administrative experience in behavior analysis services is required. Spanish fluency required. Strong oral and written communication skills. Ability to exchange non-routine information using tact, professionalism, and persuasion when appropriate. Proficiency with Microsoft Office Suite and Google Workspace. Strong organizational, time management, multitasking, and problem-solving skills. Experience with multi-line phone systems, calendar management, data entry, filing, proofreading, and record keeping. Familiarity with QuickBooks or similar bookkeeping software preferred. Experience in a medical, dental, behavioral health, ABA, or related service setting is advantageous. Physical Demands and Work Environment While performing the duties of this position, the employee is regularly required to talk and listen. The employee frequently uses hands and fingers to handle objects, tools, or controls. The employee may occasionally stand, walk, sit, reach, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.