Administrative Support Clerk

General Statement Of Responsibilities

The Administrative Support clerk is a critical position of the department’s organization. This position is often the first contact a potential customer or client has with the agency. This position includes a variety of tasks and responsibilities including opening the office and closing the office for business and performing tasks that keep the office operational. This position requires flexibility with location and hours.

Supervision

All duties are performed under the supervision of the Adult Outpatient Business Office Manager and Adult Leadership.

Examples Of Responsibilities

• Maintain positive relationships with staff, clients, community partners, and referral sources while delivering exceptional customer service.
• Greet visitors, manage visitor access, answer inquiries, and connect clients with appropriate services and staff.
• Maintain accurate client records, including admissions, insurance verification, scheduling, group management, and data tracking.
• Answer and route incoming calls, provide agency information, and assist clients with service-related needs.
• Cookordinate appointments, group schedules, client check-in/check-out, and communicate roster updates with clinical staff.
• Collect and manage demographic, clinical, insurance, authorization, and payment information to support service delivery and reimbursement.
• Assist clients with transportation, insurance, and required releases of information.
• Administer urinalysis, oral swab, and breathalyzer testing in accordance with agency protocols and document results accurately.
• Collaborate with referral sources, billing staff, clinicians, and supervisors to ensure coordinated care and accurate authorization tracking.
• Perform administrative and clerical duties, including data entry, filing, fax management, supply tracking, and responding to emails promptly.
• Maintain confidentiality, adhere to ethical standards, and demonstrate compassion and professionalism in all interactions.
• Complete other duties as assigned.

Work Schedule

This position primarily follows a daytime schedule from 8-1:00 PM; however, candidates must be available to work at least one weekday evening from 3-8:00 PM.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be detail oriented.
• Must demonstrate proficiency in Windows and Microsoft programs (including Excel), electronic health records (EHR), and other systems, with the ability to quickly learn and accurately maintain agency-specific electronic files.
• Must display willingness and ability to adapt to new situations and challenges.
• Must consistently maintain a pleasant, professional attitude.
• Must demonstrate an ability to exercise exceptional judgment and deliver meet high standards of customer service.
• Must exhibit initiative and accept accountability for tasks.
• Must demonstrate the ability and willingness to work a flexible schedule, including coverage during vacations, illness and evening hours as needed.
• Must be able to travel to and work in different locations to cover satellite offices.
• Must be fluent in English, Bilingual Spanish preferred.

Education / Experience

• Minimum requirement of a High School diploma or General Education Degree (GED).
• Minimum of two years of experience and demonstrated success in similar position.
• Computer competency required.
• Knowledge of clinical/medical office environment preferred.
• Continued Competency Attendance at required in-service training and continuing education as recommended by supervisor.
• Must consistently deliver exceptional customer service at all times.
• Must consistently attend, be prepared for and meaningfully participate in individual supervision and team meetings.
• Must maintain a satisfactory performance evaluation.

Language Skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.
• Ability to effectively present information in one-on-one and small group situations.
• Must be fluent in English.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
• Ability to accurately count and reconcile using units of American money.

Reasoning Ability

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to apply common sense understanding to carry out detailed instructions.
• Ability to anticipate and articulate concerns regarding potential areas of inaccuracy.

Physical Demands

• While performing the duties of this job, the employee is regularly required to walk and talk or hear.
• The employee frequently is required to stand; sit; use hands to finger, handle, or feel; and reach with hands and arms.
• Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

Work Environment

• The work environment characteristics described are representative of those an employee encounters while performing the essential function of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.
• The noise level in the work environment is usually moderate.