Administrative Specialist

Position Summary

The Administrative Assistant is the first point of contact for clients, families, and visitors entering the facility. This role ensures a welcoming, safe, and professional front office environment. The Administrative Assistant supports the clinical and administrative teams by managing reception responsibilities, assisting with client intakes, coordinating with medical staff, supporting Medicaid billing processes, and completing various clerical and customer service duties to ensure efficient day-to-day operations.

Rationale: This position is critical in shaping first impressions of the agency, ensuring smooth client onboarding, and maintaining a secure and supportive environment. Proper execution of these duties supports compliance, client satisfaction, and the overall effectiveness of clinical services.

Essential Duties and Responsibilities

Front Desk & Guest Services

• Greet guests, clients, and vendors with professionalism and warmth.
• Answer and route incoming calls promptly and courteously.
• Monitor and maintain the safety and cleanliness of the front office and lobby areas.
• Enforce visitor policies and ensure sign-in procedures are followed.

Rationale: A professional and safe front desk environment sets the tone for every client interaction and ensures the security and efficiency of agency operations.

Client Intake & Administrative Coordination

• Facilitate client and family intake process for therapeutic services, including form completion and documentation.
• Ensure intake data is accurate, complete, and entered into the appropriate systems.
• Schedule appointments and communicate logistics to clients and team members.
• Coordinate and communicate medication updates from contracted medical staff to appropriate personnel.
• Prepare and maintain materials needed for medical or psychiatric appointments.

Rationale: Accurate and compassionate client intake promotes trust, ensures documentation compliance, and supports continuity of care and billing.

Administrative Support

• Handle incoming and outgoing mail, packages, and deliveries.
• Schedule and coordinate appointments and meetings.
• Assist in maintaining office supplies and inventory.
• Support other administrative tasks as needed, such as data entry or filing.

Rationale: Efficient administrative support ensures organizational readiness, reduces operational delays, and enables uninterrupted service delivery.

Customer Service

• Address inquiries or concerns from clients and visitors with a positive and helpful attitude.
• Provide information about the organization, services, or policies when necessary.

Rationale: Responsive and respectful customer service strengthens community trust and reflects the professionalism of the organization.

Security and Safety

• Monitor visitor access and maintain visitor logs.
• Follow protocols for office security and emergency procedures.

Rationale: Maintaining a secure and well-regulated environment protects clients, staff, and agency property and ensures readiness during emergencies.

Technology and Communication

• Utilize office equipment such as computers, copiers, and phone systems.
• Maintain effective communication with internal teams and external contacts.

Rationale: Proficiency with technology and communication tools helps prevent miscommunication, improves workflow, and ensures efficient collaboration.

Billing & Medicaid Support

• Verify client insurance eligibility and benefits, including Medicaid.
• Assist with gathering and forwarding billing information and documentation.
• Maintain awareness of Medicaid documentation requirements for services.

Rationale: Supporting accurate billing processes is essential to maintaining funding streams and ensuring timely reimbursement for services rendered.

Qualifications

• High school diploma required. (Associate or bachelor's degree preferred.)
• 1-3 years of experience in an administrative role or related field. (Preferred)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Excellent organizational and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with office software.
• Knowledge of industry-specific terminology or procedures.
• Demonstrated ability to work independently and collaboratively.
• CMA Preferred

Key Responsibilities:

• Front Desk & Guest Services
• Client Intake & Coordination
• Administrative Support
• Customer Service & Communication
• Security & Safety
• HR duties as assigned (scheduling, References, and entering training courses)
• Vehicle logs
• Accounting duties as assigned (Medicaid billing, procurement, and insurance)
• Therapy duties as assigned (Scanning, drug court notes, minutes from staffing)

Knowledge, Skills and Abilities

• Problem-solving and adaptability in a dynamic work environment.
• Attention to detail and reliability.
• Team collaboration skills to work with diverse stakeholders.
• Strong customer service orientation and ability to build positive relationships.
• Strong communication and interpersonal skills.
• Professional demeanor and appearance.
• Proficiency in Microsoft Office Suite or similar tools.
• Multitasking and organizational abilities.

Work Environment & Physical Demands

• Standard front office environment with regular interaction with youth and families.
  • May require prolonged periods of sitting, typing, or phone use.
  • Must be able to lift up to 20 lbs. occasionally (files, supply boxes).