Administrative Support Services Specialist

Summary Description Of Work

Performs a broad range of skilled administrative and customer service duties requiring sound judgment, decision-making, and problem-solving abilities. Demonstrates a strong knowledge base and the ability to manage multiple responsibilities in a fast-paced environment. Works effectively with a diverse range of guests, customers, and colleagues while maintaining a high level of professionalism. Highly detail-oriented, organized, and capable of prioritizing tasks to consistently meet deadlines.

Compensation and Schedule

Compensation range: between $16.51 and $19.69 (wage is determined by number of years experience)
Work Schedule: Mondays, Wednesdays, and Thursdays 10:15 a.m. - 7:00 p.m.; Tuesdays 10:15 a.m. - 7:30 p.m.; and Fridays 11:00 a.m. - 3:00 p.m.

Minimum Qualifications

• Associate’s Degree preferred; but not required.
• Two years experience.
• Proficiency in basic office skills and personal computer skills.
• Able to work one or two evenings per week.

Essential Duties And Responsibilities

• Collaborate closely with the Intake Department to assist with screening and intake procedures for all incoming clients and telephone inquiries.
• Accurately enter and maintain client demographic and intake information within the agency's Electronic Health Record (EHR) system.
• Refer callers and clients to appropriate HFS programs and services, explain agency policies and procedures, and provide assistance with crisis intervention and community resource referrals as appropriate.
• Manage and maintain confidential client health records, including uploading documentation, processing record transfers, and responding to requests for information in accordance with agency policies and applicable privacy regulations.
• Schedules client appointments within Iowa Behavioral Health and checks clients in to their appointments.
• Collect client insurance and payment information, complete insurance pre-authorization processes, explain and manage sliding fee scale documentation, process client payments, and perform monthly Medicaid eligibility verification for the agency's client roster.
• Perform daily office closing procedures, ensuring the reception area and workspaces are organized, secure, and fully prepared for the following business day's operations and scheduled client activities.
• Perform front desk reception duties, including accurately taking messages, providing directions to clients and the general public, and assisting visitors, clients, and staff with inquiries in a professional and timely manner. Respond to fax, email, and voicemail communications as appropriate.
• Provide general clerical and administrative support, including typing, filing, document preparation, and assistance with non-behavioral health programs as needed.
• Is punctual and dependable. Maintains clean and organized reception area and performs opening and/or closing duties. Displays a courteous and caring attitude at all times to the clientele, volunteers, and visitors of the agency.
• Cooperates and collaborates with program area staff, volunteers, and other agency staff. Abides by all specific program and agency procedures, policies, and requirements.
• Develops personal and program related skills through participation in internal and external training opportunities including printed material and audio and/or visual media.
• Responsible for grant data entry and coordination with external and internal staff.
• Creates, maintains and shares as appropriate a dynamic self-care plan.
• Strives to make connections between the agency and the larger community whenever possible in order to contribute to the agency’s ongoing fundraising and friend-raising efforts.