Administrative Support Specialist

Administrative Support Specialist (Weekend Availability Required)

Best Care Treatment Services is seeking a detail-oriented and highly organized Administrative Support Specialist to join our team. This role is essential to ensuring the smooth day-to-day operations of our organization by providing comprehensive administrative and clerical support to staff and leadership. The ideal candidate is proactive, professional, and committed to delivering exceptional service while maintaining accuracy, efficiency, and confidentiality in all responsibilities.

This position requires regular weekend availability as part of the scheduled work week. Candidates should be dependable, adaptable, and comfortable supporting a fast-paced healthcare environment during both weekday and weekend operations. If you take pride in keeping processes organized and enjoy supporting a mission-driven team, we encourage you to apply.

The Administrative Support Specialist provides welcoming, professional, and direct front-office support as needed in assigned location(s), as well as assisting office staff with guidance on administrative functions, business requests, and resources. May serve as a mentor to other front-office staff, help to resolve lower-level issues, and refer matters to higher level staff as appropriate.

• Serves as the first point of contact for clients, family members, and others, providing a welcoming and professional demeanor;
• Attends to appropriate requests of clients using exceptional customer service and client care;
• Answers multi-line phone system efficiently and professionally, transfers calls, and takes/delivers messages as needed;
• Is responsible for referral management, including processing of incoming referrals from internal and external parties to gather appropriate information, complete data entry into EMR, make initial contact with the client for scheduling in a timely manner, and closing the loop with the referring party;
  Additionally manages the referral tracking system and coordinates referrals with psychiatric care and/or other outside specialists;
• Creates client files as needed, verifies accuracy and completeness of all client data, runs reports for clinical staff to complete files for billing for both the file and EMR database;
• Organizes and schedules client appoints for all of the team to ensure the schedule is fully booked without double-bookings occurring;
• Is responsible for management of data entry of clinician case reports into EMR for admittance and discharge;
• Provides other administrative support including collecting payments, verifying insurance pay sources, verifying demographic information, obtaining client consent forms and releases of information, maintaining client attendance reports, scanning client records into EHR system, preparing and proofing reports, notices, correspondence, overseeing and maintaining office filing system and prescreening mail and faxes;
• Manages procurement of program supplies/equipment on behalf of the programs, coordinating with approved Best Care vendors, Admin fiscal/operations staff;
• Maintains supply inventory and orders supplies/tracks expenses;
• Oversees fiscal coordination with Finance (mgmt. of petty cash, weekly deposits, and managing client payments;
• Trains new staff on Front Office processes/procedures, maintaining documentation on all process changes and improvements;
• Schedules and participates in team meetings for administrative purposes, to take notes and coordinate projects with the larger team;
• Supports the office operating needs and changes with office space and serves as the point of contact for needs/questions of approved contracted vendors such as the landlord, cleaning company, and landscape company;
• Manages the program team’s schedule, including organization of schedule template in EMR, Outlook and Teams platforms;
• Organizes, manages, and communicates the schedule for community meetings and internal meetings in the conference room;
• Provides complex, confidential, and specialized clerical and administrative activities in support of the program;
• May be engaged with entering additional data for MOTs, EAP, Health App…