Administrative Assistant

Job Title: Administrative Specialist

Location: Toms River, NJ

Schedule: Full-Time, Monday–Thursday, 11:00 AM – 9:00 PM

Pay: $20.00/h

F L S A : Non-Exempt

The Administrative Specialist is responsible for providing comprehensive administrative and clerical support to ensure the efficient operation of the organization. This role serves as the first point of contact for clients and is essential in maintaining a professional, organized, and customer‑focused environment. The Administrative Specialist manages incoming communications, supports intake procedures, assists with billing processes, and ensures accurate documentation and reporting across departments.

Customer Service & Communication

Answer and direct incoming telephone calls in a professional and courteous manner

Provide exceptional customer service to clients, staff, and external partners

Address client inquiries and handle complaints effectively

Administrative Support

Coordinate intake procedures and maintain smooth patient flow

Schedule appointments, including intakes and prescriber visits

Maintain and organize service summary documentation for billing purposes

Ensure all client information and documentation are accurately recorded in the EHR system

Billing & Financial Processing

Assist with third‑party billing processes and submission of billables

Collect and manage client payment information

Reconcile payments, including cash, money orders, and credit card transactions

Prepare deposits and maintain accurate financial records

Reporting & Coordination

Prepare and distribute weekly reports with accuracy and timeliness

Compile and manage weekly departmental schedules

Support leadership with special projects and administrative tasks

Compliance & Data Management

Document and communicate test results to appropriate staff and clients

Ensure compliance with organizational policies and procedures

Required

• High school diploma or equivalent
• Strong organizational, multitasking, and problem‑solving skills
• Excellent verbal and written communication abilities

Preferred

• Prior administrative or office experience
• Familiarity with billing processes or healthcare environments
• Customer service and interpersonal skills
• Attention to detail and accuracy
• Ability to handle confidential information with discretion
• Proficiency in basic computer applications (e.g., MS Office)
• Ability to adapt to changing priorities and work collaboratively within a team

This position operates in a professional healthcare setting supporting individuals receiving substance use disorder and behavioral health services. The role requires a high level of professionalism, empathy, and the ability to manage sensitive situations effectively.

Apis Services, Inc. (a wholly owned subsidiary of Inperium, Inc.) provides a progressive platform for delivering Shared Services to Inperium and its Constellation of affiliate companies. Apis Services provides equal employment opportunities for all employees and applicants for employment in compliance with all federal and all applicable state and local laws and regulations, including nondiscrimination in hiring and employment. All employment decisions are made without regard to race, color, religion, gender, national origin, ancestry, age, sexual orientation, gender identity and expression, disability, genetic information, marital status, pregnancy/childbirth, veteran status or any other basis protected by law.

This policy of non-discrimination and equal employment opportunities extends to every phase and aspect of hiring and employment.