Administrative Specialist

Job Description

Job Description

Position Summary

The Administrative Specialist provides centralized administrative, billing, compliance, and systems support for Milestones Services and its related entities. The position helps ensure that operational information is accurate, complete, organized, and submitted on time across programs serving individuals with intellectual and developmental disabilities, serious mental illness, children, families, and other community members. The Administrative Specialist works closely with executive leadership, program operations, human resources, compliance, finance, and direct service teams to strengthen workflows, maintain records, support billing readiness, and improve the use of technology throughout the organization.

Essential Duties and ResponsibilitiesBilling and Financial Administration

• Assist with preparing, reviewing, and organizing billing information, service documentation, attendance records, authorizations, and supporting records before submission to the appropriate billing staff or system.
• Maintain billing trackers, reconciliation spreadsheets, invoice logs, payment records, accounts receivable follow-up lists, and other financial support tools.
• Review records for missing information, inconsistencies, expired authorizations, overlapping services, incorrect units, or other issues that may delay billing; promptly route concerns to the responsible leader.
• Assist with invoices, payment requests, purchase records, client financial documentation, room-and-board records, contractor submissions, and other routine financial administration.
• Support billing audits and payer requests by retrieving and organizing requested records while maintaining confidentiality.
• Follow established approval controls and immediately report suspected billing errors, duplicate claims, unsupported services, fraud, waste, or abuse. This role does not independently authorize claims or alter service documentation.

Compliance and Quality Support

• Assist with monitoring employee, contractor, client, provider, program, and facility compliance requirements using assigned checklists and dashboards.
• Track due dates for credentials, background checks, trainings, health screenings, licenses, insurance, authorizations, plans of care, assessments, incident follow-up, corrective actions, and other required documentation.
• Conduct routine administrative file reviews for completeness and accuracy; communicate deficiencies and follow up until required items are received or escalated.
• Prepare records for internal reviews, payer audits, certification and recertification visits, licensing inspections, and regulatory requests.
• Assist with policy distribution, staff attestations, corrective action tracking, quality-improvement projects, and recurring compliance reports.
• Protect confidential information and follow HIPAA, organizational privacy and security requirements, record-retention rules, and applicable federal and Kentucky requirements.

Systems and Process Management

• Support implementation and ongoing administration of digital tools, forms, databases, dashboards, electronic records, learning systems, payroll or HR platforms, scheduling tools, and document-management systems.
• Create and maintain standardized forms, templates, trackers, workflows, file structures, user guides, and administrative procedures.
• Enter, update, validate, and reconcile data across approved systems; identify duplicate, incomplete, or inconsistent information and coordinate corrections.
• Assist users with routine system access, navigation, and process questions; document issues and coordinate with vendors or internal leadership when escalation is needed.
• Recommend practical workflow improvements that reduce duplication, strengthen accountability, improve reporting, and support timely service delivery.
• Maintain appropriate access controls and immediately report suspected privacy, cybersecurity, or unauthorized-access concerns.

Human Resources and Workforce Administration

• Provide administrative support for recruitment, onboarding, orientation, training, credentialing, personnel and contractor files, status changes, and offboarding.
• Collect and organize required employment and contractor documents; track completion and notify Human Resources or leadership of outstanding requirements.
• Assist with payroll preparation by collecting approved time, attendance, mileage, service verification, and other supporting information; route discrepancies for resolution.
• Coordinate interview schedules, training calendars, meeting invitations, new-hire materials, access requests, and routine workforce communications.
• Maintain professional boundaries and route employee relations, disciplinary, accommodation, compensation, and leave matters to authorized leadership.

General Administrative and Operational Support

• Manage calendars, meetings, correspondence, data entry, document preparation, scanning, filing, supply requests, and other day-to-day administrative functions.
• Prepare agendas, meeting materials, minutes, status reports, presentations, and follow-up lists as assigned.
• Assist with content and media and online social media management.
• Respond professionally to routine inquiries from employees, contractors, families, individuals served, referral sources, vendors, and community partners, and route matters appropriately.
• Support program launches, special projects, community events, inspections, leadership initiatives, and cross-entity operational needs.
• Maintain organized electronic and paper records in accordance with established naming, filing, retention, and confidentiality standards.
• Perform other duties reasonably related to the position and the operational needs of Milestones and its related entities.

Required Qualifications

• Associate degree in business administration, health care administration, accounting, human resources, information systems, or a related field; relevant experience may substitute for education.
• At least two years of administrative experience, preferably in health and human services, behavioral health, intellectual and developmental disability services, child care, Medicaid-funded programs, or another regulated environment.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, SharePoint, and electronic forms; ability to learn additional systems quickly.
• Strong spreadsheet, data-entry, document-management, proofreading, and organizational skills with close attention to detail.
• Demonstrated ability to manage competing priorities, meet deadlines, follow written procedures, maintain confidentiality, and communicate professionally.
• Ability to pass all background, screening, training, and other requirements applicable to the organization and assigned programs.

Preferred Qualifications

• Bachelor's degree in a related field.
• Experience with Medicaid billing support, waiver or behavioral health services, electronic health records, ADP or comparable HR/payroll systems, Brightwheel or child care systems, learning-management systems, and compliance dashboards.
• Experience improving workflows, implementing digital forms, reconciling records, or preparing documentation for audits and inspections.

Core Competencies

• Integrity and confidentiality
• Accuracy and attention to detail
• Organization and timely follow-through
• Technology and systems aptitude
• Problem-solving and sound judgment
• Professional communication and service orientation
• Collaboration across programs and entities
• Adaptability, accountability, and continuous improvement

Performance Expectations

• Assigned billing and administrative records are complete, accurate, and submitted by established deadlines.
• Compliance trackers and dashboards are current, and deficiencies are communicated and escalated promptly.
• Employee, contractor, client, and operational records are organized, secure, and readily retrievable for authorized purposes.
• Systems data is maintained accurately, workflows are documented, and routine user needs are addressed timely.
• Internal and external communications are professional, responsive, and consistent with Milestones' values and policies.

Physical and Work Requirements

The position routinely requires prolonged computer use; frequent communication by telephone, email, video, and in person; and the ability to organize and retrieve records and office materials. The employee may occasionally travel between Milestones locations or attend meetings, trainings, audits, and inspections. Reasonable accommodations will be considered for qualified individuals with disabilities in accordance with applicable law.

Equal Employment Opportunity

Milestones is committed to equal employment opportunity and to maintaining an inclusive workplace. Employment decisions are made without unlawful discrimination based on any status protected by applicable federal, state, or local law.

Position Disclaimer

This job description summarizes the primary duties and expectations of the position and is not intended to be an exhaustive list. Responsibilities may be modified based on organizational needs, program requirements, funding, or regulatory changes. Nothing in this job description creates a contract of employment or alters the at-will employment relationship, where applicable.