Job Description
Job DescriptionDescription:
Schedule: Monday- Friday, 12pm - 8pm
The Administrative Support Specialist is the first point of contact for visitors, staff, and participants, providing a professional and welcoming presence for the organization. This role supports daily administrative operations, billing processes, and facility safety by managing controlled access, communication systems, and essential records. The Specialist will also play a key role in reception duties, scheduling, and supporting organizational compliance with workplace safety standards.
Reception & Communication
- Serve as the primary front desk contact, greeting staff, participants, partners, and visitors in a professional, courteous manner.
- Manage incoming phone calls via the 3CX phone system, including assigning extensions, maintaining accurate call lists, and updating the All-Staff Extension Sheet.
- Respond to general inquiries and direct calls, emails, or visitors to the appropriate department.
- Maintain a professional reception area, ensuring it is clean, organized, and welcoming.
Facilities Access & Safety
- Issue and collect staff keys, maintaining accurate records; retrieve keys from the safe for new staff or exchanges and provide status updates to the assigned administrator/
- Manage alarm access codes for both facilities, ensuring accurate updates for staff and partners and supporting compliance with security protocols.
- Oversee badge access management, including creating and deactivating employee badges and maintaining secure logs of access levels.
- Monitor security cameras and access points to ensure participants remain within designated program areas and to support overall facility safety.
- Provide minor administrative support organizational compliance with OSHA standards, including maintaining visitor logs, assisting with safety drills, and reporting safety concerns or hazards.
Administrative & Billing Support
- Maintain and update staff contact directories, shared calendars, and facility access lists
- Provide clerical support such as filing, scanning, scheduling conference rooms, support inventory management.
- Assist with tracking facility maintenance requests and follow-up to ensure completion.
- Support administrative processes related to staff onboarding/offboarding, including distribution and collection of equipment, badges, and keys.
- Assist with special projects and events as assigned.
- Provide entry-level administrative support to the billing department, including data entry, scanning, and uploading billing documentation.
- Track and organize participant billing forms, insurance documentation, and related records to ensure compliance with payer and regulatory requirements.
- Verify accuracy of attendance records and service logs prior to billing submission.
- Assist with preparing billing reports and reconciliation tasks under the supervision of the billing team.
- Maintain confidentiality of all billing-related information in compliance with HIPAA and organizational policies.
Requirements:
Required
- High school diploma or equivalent.
- 1+ years of administrative, receptionist, or front desk experience.
- Strong organizational skills with attention to detail and accuracy.
- Strong computer skills, including Microsoft Office Suite and data entry.
- Excellent interpersonal and communication skills.
- Ability to maintain confidentiality and exercise sound judgment.
Preferred
- Associate degree in business administration, or related field.
- Prior experience as a billing clerk or other related position.
- Basic knowledge of OSHA workplace safety standards or willingness to learn.
- Experience in a nonprofit, healthcare, or behavioral health environment.
Physical Requirements
- Prolonged periods of sitting at a desk and working on a computer.
- Regularly required to talk, hear, and see to interact with staff, visitors, and security cameras.
- Ability to lift up to 25 lbs occasionally (supplies, packages, or equipment).
- Must be able to bend, reach, and stand as needed to manage keys, alarms, and reception tasks.
Working Conditions
- Office environment with regular front desk coverage responsibilities.
- Position requires handling of secure items (keys, alarms, badges, billing documentation) with high accountability.
- May involve occasional extended hours during peak billing cycles, safety drills, or special events.
- Expected to maintain a professional and welcoming presence for staff, participants, and visitors at all times.