Administrative Support Specialist

Job Type

Full-time

The Administrative Support Specialist provides welcoming, professional, and direct front‑office support as needed in assigned location(s), and assists 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 client requests using exceptional customer service and client care.
• Answers a multi‑line phone system efficiently and professionally, transfers calls, and takes/delivers messages as needed.
• Manages referrals: processes incoming referrals, enters data into EMR, schedules clients, and coordinates with psychiatric care and other specialists.
• Creates client files, verifies data accuracy, runs reports for clinical staff, and ensures billing files are complete.
• Organizes and schedules client appointments for the entire team, avoiding double bookings.
• Data entry of clinician case reports into EMR for admission and discharge.
• Collects payments, verifies insurance, obtains consent forms, maintains attendance reports, scans records into the EHR, prepares reports, notices, and correspondence.
• Procures program supplies/equipment, coordinates with vendors, maintains inventory, and tracks expenses.
• Oversees fiscal coordination with Finance (petty cash, deposits, client payments).
• Trains new staff on front office processes and maintains documentation of changes.
• Schedules and participates in team meetings, takes notes, and coordinates projects.
• Acts as point of contact for office vendors (landlord, cleaning, landscaping).
• Manages the program team’s schedule using EMR, Outlook, and Teams.
• Communicates schedules for community and internal meetings.
• Performs confidential and specialized clerical and administrative activities to support the program.
• Enters additional data for MOTs, EAP, Health App, and Problem Gambling platforms.
• Follows accounting and record‑keeping policies and practices.
• Creates, maintains, and enters information accurately into databases and EHR systems.
• Conducts regular safety inspections and completes related documentation.
• Writes professional emails daily, documents outreach, and incoming referrals.
• Ensures the reception area and office are clean, sanitized, and presentable.
• Conducts special projects as directed.
• Other related duties as assigned.

• Perform work in alignment with Best Care’s mission, vision, and values.
• Support an inclusive, equitable, culturally aware, and respectful workplace.
• Strive to meet program/department goals and support organizational strategic goals.
• Adhere to the Code of Conduct, Business Ethics, Employee Handbook, and all relevant policies.
• Maintain professionalism and confidentiality per HIPAA, 42 CFR, and Oregon statutes.
• Attend required meetings and complete training on time.
• Keep certifications/licenses current and renewed.
• Work independently and as a collaborative team member.
• Perform other organizational duties as needed.

• Strong proficiency in MS Office 365, EMR system, MOTS, virtual meeting platforms, internet, and ability to learn new software.
• Proficiency with report‑writing techniques and basic accounting practices.
• Understanding of Best Care’s accounting and record‑keeping practices.
• Excellent interpersonal and customer service skills.
• Compassion toward individuals with mental health and substance abuse disorders in a diverse community.
• Excellent oral and written communication with emphasis on grammar and punctuation.
• Excellent organizational skills and attention to detail.
• Strong time‑management skills and ability to meet deadlines.
• Critical thinking skills.
• Ability to maintain strict confidence (HIPAA, 42 CFR).
• Ability to work effectively in a diverse, multi‑cultural environment.
• Ability to manage a multi‑line phone professionally and route messages accurately.
• Ability to work independently and as a positive, collaborative team member.
• Ability to build trust and positive…