Administrative Support Specialist

Description

Are you organized, detail-oriented, and passionate about supporting others in a healthcare setting? 

Join our team as a Full Time Administrative Support Specialist for our Caribou Outpatient Office and play a key role in creating a welcoming, efficient, and client-centered environment. 

Position Summary

The Administrative Support Specialist provides essential administrative support to clinical staff, helping ensure the smooth day-to-day operations of outpatient services. This role is highly collaborative and client-facing, requiring strong communication skills, organization, and a commitment to delivering a positive experience for all individuals served.

What You’ll Do

Client Services

• Serve as the first point of contact for clients and visitors 
• Complete administrative portions of client intakes and set up electronic records 
• Schedule appointments and send reminders 
• Collect payments and establish payment agreements 

Billing & Financial Support

• Maintain daily deposits and money controls 
• Verify insurance and track authorizations 
• Collaborate with billing teams to resolve discrepancies 

Records Management

• Maintain and update electronic service records (ESR) 
• Scan and manage documentation 
• Handle record requests and maintain file organization 

General Administrative Support

• Answer phones and route calls appropriately 
• Order and maintain office supplies 
• Coordinate with IT for equipment and troubleshooting 
• Process mail and provide clerical support (copying, scanning, faxing) 

Team Support

• Assist with staff onboarding and training 
• Provide support to satellite offices as needed 
• Act as a resource on policies and procedures 

What We’re Looking For

• Strong organizational and multitasking skills 
• Ability to work both independently and as part of a team 
• Excellent communication and customer service skills 
• Comfort working with confidential information 
• Ability to interact professionally with clients, staff, and the public 

Work Environment & Schedule

• Office-based, professional environment 
• Schedule may vary based on agency needs 
• Overtime may be required 

Physical Requirements

• Ability to sit, stand, and move throughout the day 
• Use of standard office equipment 
• Occasional lifting up to 10 lbs 

Why Join Us?

• Be part of a mission-driven organization supporting mental health and community wellness 
• Work in a collaborative, supportive environment 
• Make a meaningful impact in the lives of others every day 

Apply Today!

If you’re looking for a role where organization meets purpose, we’d love to hear from you.

Requirements

QUALIFICATIONS

• This position required a High School diploma or equivalent. 
• Basic courses in business/secretarial areas. 
• Good-to-excellent working knowledge of general office procedures to maintain efficient support services.