Administrative Support Specialist, Recovery & Reentry

• Base Pay $21.50 - $29.00 / Hour
• Job Category Recovery & Reentry
• Employee Type Non-Exempt - Full Time

Contact information

• Name HR Department

Description

Job Title: Administrative Support Specialist I/II

Department: Recovery & Reentry

Reports To: Administrative Services Supervisor

Supervises: None

FLSA Status: Non-Exempt

Pay Grade: N2 (I), N3 (II)

Job Type: Regular, Full-Time

AKBCU: Yes ICPA: No

General Functions:

The Administrative Support Specialist provides essential administrative and customer service support for Recovery and Reentry services, ensuring daily operations run smoothly through professional participant interaction and comprehensive administrative assistance. This position assists with ordering office supplies and equipment, answering phones, and performing data entry by entering, updating, and maintaining data in a variety of databases and spreadsheets. Working in partnership with our people, the Administrative Support Specialist helps develop opportunities that fulfill our endless potential while ensuring compliance with CITC policies, procedures, and practices on participant privacy in accordance with 42

CFR Part 2 and HIPAA regulations. The role serves as the first point of contact for participants and stakeholders, creating a welcoming environment that promotes recovery and reentry success.

Duties and Responsibilities:

Administrative Support Specialist I

• Provide excellent customer service to participants by addressing concerns, questions, and complaints with professionalism and empathy.
• Operate multi-line phone system and route calls and tasks appropriately to ensure efficient communication flow.
• Manage and respond to email communications promptly and professionally while handling customer inquiries, follow‑ups, and correspondence.
• Perform data entry by entering, updating, and maintaining data in a variety of databases and spreadsheets with accuracy and attention to detail.
• Order office supplies and equipment as needed to support departmental operations and maintain inventory levels.
• Execute participant check‑in processes and manage visitor access in accordance with Recovery and Reentry policies and procedures.
• Maintain accurate and timely documentation in the Electronic Health Record (EHR) system for all participant interactions.
• Assist with scanning, labeling, uploading, and indexing of documents into the EHR system to support clinical operations.
• Support all Recovery and Reentry programs and locations with administrative tasks including correspondence preparation and document editing.
• Coordinate and organize departmental activities such as meetings, travel, conferences, and special events as directed by supervision.
• Maintain organization and cleanliness of front desk and surrounding office areas to ensure professional appearance.
• Develop understanding of patient perspectives and needs while working to meet their expectations through culturally responsive service.
• Maintain positive working relationships with CITC staff and personnel from partnering organizations and referral sources.
• Participate actively as a member of the administrative team and contribute to departmental goals and objectives.
• Maintain confidentiality according to all state and federal regulations, policies, and procedures.
• Perform all related duties as needed and assigned.

Administrative Support Specialist II

• Perform all duties and responsibilities of Administrative Support Specialist I with an advanced level of proficiency.

Job Specifications:

• Excellent public contact skills with professional telephone etiquette and customer service orientation.
• Excellent verbal and written communication skills with knowledge of proper grammar, vocabulary, spelling, and proofreading abilities.
• Proficient use of personal computers, standard office equipment, and Microsoft Office business software including Word and Outlook.
• Demonstrated ability to work effectively in a multi-task environment with excellent organizational skills and attention to detail.
• Ability to prioritize workload, adapt to changing priorities, and work independently with minimal supervision.
• Demonstrated ability to make sound decisions, exercise good judgment, and maintain sensitivity…