Administrative Support

The Administrative Support Staff plays a critical role in ensuring the efficient and professional operation of a busy clinical office. This position supports a respectful, client-centered environment for clients and their families, clinical and direct service staff, and members of the general public. Working as part of a collaborative team supporting two clinic locations, the Administrative Support Staff contributes to the completion of daily operational tasks and provides flexible, reliable coverage as needed.

This is a full-time position, 37.5 hours per week Monday 9-5, T, W, TH 12-8 and Friday 9-5. Evenings can be flexible with 2 evenings required per week. 

Key Responsibilities

This is a team-based role in which each staff member is cross-trained and may be required to perform any of the following duties to ensure smooth daily operations:

• Support a collaborative, team-based approach to administrative services, including flexibility, coverage, and shared planning across assigned programs.
• Greet clients and visitors, manage check-in procedures, document attendance, update client information, and notify staff as appropriate.
• Maintain a welcoming and orderly waiting room environment, ensuring clients are treated with respect and professionalism.
• Schedule appointments for physicians and clinicians; manage cancellation lists and backfill appointments as needed.
• Prepare memos, correspondence, forms, transportation-related materials, and other documentation and databases as assigned.
• Create, process, and document releases of information as required.
• Maintain accurate, up-to-date filing and record-keeping systems, including both paper and electronic records.
• Perform data entry accurately and efficiently.
• Collect, copy, and maintain insurance cards and other client documentation; collect co-pays and rent checks when applicable and log payments according to procedure.
• Prepare and manage daily appointment reminder calls using an automated system or through manual outreach as needed.
• Receive, manage, and distribute incoming and outgoing mail and packages for the clinic and/or agency.
• Respond promptly and professionally to internal and external requests for client information and formal record requests.
• Process urine specimen collections in accordance with established procedures.
• Assist with ordering and maintaining supplies for front desk and medical staff.
• Perform chart maintenance, including opening, closing, indexing, organizing, and archiving client records in accordance with established protocols.
• Maintain records lists for disposal in compliance with retention policies.
• Use personal vehicle for company business if required.
• Attend required trainings, workshops, and professional development sessions, including those needed for accreditation or licensing.
• Maintain regular and consistent attendance, which is essential to this role.

Perform other related duties as assigned​​​​​​​

We are an Equal Opportunity Employer. We will consider applicants for this position without regard to any category protected by applicable federal, state or local law, including but not limited to: race, color, religion, sex, national origin, age, physical or mental disability, genetic information, veteran status or uniformed service member status. 

• High school diploma or equivalent required.
• Minimum of two (2) years of related administrative experience and/or training, or an equivalent combination of education and experience.
• Demonstrated knowledge of standard office equipment and administrative procedures.
• Proficiency in computer applications, including Microsoft Office (Word and Outlook).
• Ability to efficiently navigate and utilize electronic health record (EHR) systems.
• Strong typing, organizational, and time-management skills.
• Ability to manage multiple telephone lines and handle frequent interruptions in a fast-paced environment.