Administrative Support Specialist I

The Administrative Support Specialist I is an entry-level position that provides welcoming, professional, and direct front-office support as needed in assigned location(s), including reception, scheduling appointments, creating client files, verifying information, running standard reports, and completing accurate data entry. Provides assistance to answer frequent questions and resolve lower-level issues and refers matters to higher level staff when appropriate.

QUALIFICATIONS:

EDUCATION AND/OR EXPERIENCE REQUIREMENTS:

• High School Diploma (or equivalent)

• Minimum of 1 year of previous office support and customer service required

LICENSES AND CERTIFICATIONS:

• Must maintain a valid Oregon Driver License or ability to obtain one upon hire, and be insurable under the organization’s auto liability coverage policy (minimum 21 years of age and with no Type A violations in the past 3 years, or three (3) or more Type B violations) and have a reliable vehicle with adequate insurance to travel as needed

PREFERRED:

• Experience in a healthcare setting is preferred

• Experience with multi-line phone system is preferred

• Bilingual in English/Spanish preferred

ESSENTIAL FUNCTIONS:

1. Serves as the first point of contact for clients, family members, and others, providing a welcoming and professional demeanor;

2. Attends to appropriate requests of clients using exceptional customer service and client care;

3. Answers multi-line phone system efficiently and professionally, transfers calls, and takes/delivers messages as needed;

4. Creates client files, verifies accuracy and completeness of all client data, runs reports for clinical staff to complete files for billing for both the file and EMR database;

5. Organizes and schedules client appoints for all of the team to ensures the schedule is fully booked without double-bookings occurring;

6. Provides other administrative support as directed including collecting payments, verifying insurance pay sources, verifying demographic information, obtaining client consent forms and releases of information, maintaining client attendance reports, scanning client records into EHR system, preparing and proofing reports, notices, correspondence, overseeing and maintaining office filing system and prescreening mail and faxes;

7. Maintains supply inventory and orders supplies/tracks expenses;

8. May provide other complex clerical and administrative activities in support of the program as directed;

9. Follows accounting and recordkeeping policies and practices in assigned program;

10. Creates, maintains, and enters information accurately into databases and EHR system and protects client confidentiality at all times;

11. Answers and creates professional emails daily in accordance with program practices, documents outreach to clients, and documents incoming referrals;

12. Keeps the reception area and office clean, sanitized, and presentable;

13. May drive on behalf of BestCare to run errands as assigned;

14. Conducts special projects as directed;

15. Other related duties as assigned.