Administrative Support Specialist

Administrative Support Specialist

Staffing Solutions Organization (SSO) is seeking Administrative Support Specialists to support disability case processing operations in partnership with the State of Maine.

This position provides a combination of administrative, clerical, customer service, and case processing support to ensure the efficient operation of the office and timely progression of disability determination cases. The successful candidate will serve as a key member of the support team by managing correspondence, maintaining records, providing customer service, assisting with case documentation, and supporting adjudicative staff throughout the case review process.

The ideal candidate is highly organized, detail-oriented, customer-focused, and comfortable working in a fast-paced office environment while managing multiple priorities and administrative tasks.

Administrative & Office Support

• Answer and route incoming phone calls in a professional and courteous manner.
• Provide administrative and clerical support to office leadership and staff.
• Maintain visitor logs and ensure compliance with Social Security Administration (SSA) security procedures.
• Help maintain a clean, organized, and professional reception and lobby area.
• Monitor and maintain office and mailroom supply inventories.
• Assist with general office operations and daily workflow activities.

Mail & Correspondence Management

• Open, sort, distribute, and process incoming mail and correspondence.
• Prepare and distribute outgoing mail using postage and inserting equipment.
• Generate correspondence and medical evidence requests in accordance with SSA policies and procedures.
• Support document management and records processing functions.

Case Processing Support

• Document all client and stakeholder phone interactions within the Disability Case Processing System.
• Assist adjudicative teams by providing administrative support for case processing activities.
• Create, update, and maintain case records and documentation.
• Assist with medical records requests and case-related correspondence.
• Manage daily case assignments for staff and assist with workload coordination.
• Support claim processing activities through accurate documentation and administrative follow-up.

Data Entry & Records Management

• Perform data entry and quality review of information entered into agency systems.
• File, scan, sort, index, and maintain paper and electronic records.
• Review documentation for completeness and accuracy.
• Maintain computerized and manual filing systems using alphabetical, numerical, and chronological methods.
• Compile and organize information from various sources.

Customer Service & Communication

• Provide professional customer service to claimants, stakeholders, and visitors.
• Conduct outbound calls regarding basic case status updates, appointment reminders, and survey activities in accordance with established procedures.
• Communicate clearly and professionally both verbally and in writing.
• Respond to routine inquiries and direct questions to the appropriate staff members when necessary.

Financial & Operational Support

• Assist as backup support for basic bookkeeping and business office functions.
• Support operational and administrative projects as needed.
• Perform other duties as assigned.

Required Qualifications

• High School Diploma, GED, or equivalent required.
• Additional administrative or office-related training is preferred.

Required Skills

• Knowledge of modern office practices, procedures, and administrative operations.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to follow written and verbal instructions.
• Ability to manage multiple priorities while maintaining organization.
• Ability to work independently and as part of a team.
• Ability to maintain confidential and sensitive information.
• Strong problem-solving and organizational abilities.

Technical Skills

• Proficiency with Microsoft Office applications, including:
• Word
• Excel
• Outlook
• Ability to learn agency-specific systems and databases.
• Experience with data entry and electronic record management.
• Ability to operate:
• Multi-line phone systems
• VoIP systems
• Copiers
• Scanners
• Postage equipment
• Standard office equipment

Preferred Qualifications

• Prior administrative, clerical, office support, or customer service experience.
• Experience supporting case management, healthcare, government, legal, or public benefits environments.
• Experience managing records, correspondence, or document workflows.
• Familiarity with bookkeeping or business office operations.

Work Schedule

• Full-time position.
• Standard schedule of 40 hours per week.
• Scheduled work hours will fall between 7:00 AM and 5:00 PM.
• No on-call responsibilities.

Security & Background Requirements

Employment is contingent upon successful completion of a Social Security Administration Tier 2 Background Investigation, which includes:

• Fingerprinting
• Identity verification
• Federal security screening requirements

Candidates must possess a valid government-issued photo identification that complies with REAL ID requirements.

Benefits (Through SSO)

SSO offers a competitive benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with discretionary employer match
• Paid time off and paid holidays
• Flexible spending accounts (FSA)
• Additional employee perks