Administrative Intake Specialist

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Full Time Dayton, OH, US

3 days ago Requisition

The Administrative Intake Specialist plays a critical role in ensuring the smooth and efficient processing of incoming client information and documentation. This position serves as the first point of contact for clients, gathering essential data accurately and thoroughly to facilitate subsequent administrative and operational workflows. The specialist is responsible for managing intake forms, verifying information, and coordinating with various departments to ensure timely follow-up and resolution.

By maintaining organized records and providing exceptional customer service, the role supports the overall effectiveness and responsiveness of the organization. Ultimately, the Administrative Intake Specialist contributes to a positive client experience and operational excellence by managing intake processes with precision and professionalism.

• High school diploma or equivalent required; associate degree or higher preferred.
• Chemical Dependency Counselor Assistant Certification
• Proven experience in an administrative or customer service role involving data entry and client interaction.
• Proficiency with standard office software such as Microsoft Office Suite (Word, Excel, Outlook).
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.

• Experience working in a healthcare, legal, or social services environment.
• Familiarity with electronic health records (EHR) or client management systems.
• Knowledge of data privacy regulations and best practices for handling sensitive information.
• Additional training or certification in administrative support or office management.

• Receive and review incoming client information and documentation for completeness and accuracy.
• Enter and update client data into electronic databases and management systems promptly.
• Communicate with clients to clarify information, answer questions, and provide guidance on required documentation.
• Coordinate with internal teams to ensure proper routing and follow-up of intake materials.
• Maintain organized and confidential records in compliance with company policies and regulatory requirements.
• Assist in developing and improving intake procedures to enhance efficiency and client satisfaction.
• Generate reports related to intake activities and data quality as needed.

The Administrative Intake Specialist utilizes strong organizational skills daily to manage and prioritize incoming client information efficiently. Attention to detail is essential to ensure data accuracy and completeness, which directly impacts downstream processes and client satisfaction. Effective communication skills are employed to interact professionally with clients and internal teams, clarifying information and resolving issues promptly. Proficiency with office software and data management systems enables the specialist to enter, update, and retrieve information quickly and securely.

Additionally, problem‑solving skills support continuous improvement of intake procedures, enhancing overall operational effectiveness.