Administrative Specialist - Addiction Services (10:30am-7:00pm)

Position Summary

Be the welcoming face and organizational backbone of our team. As an Administrative Support Specialist, you’ll play an essential role in keeping daily operations running smoothly while creating a positive, professional experience for clients, families, and staff.

From welcoming clients and coordinating appointments to maintaining accurate records and supporting quality improvement efforts, you’ll help ensure our services are organized, responsive, and delivered with care.

What You’ll Do

• Welcome and assist clients by completing check-ins, supporting registration, and providing a friendly, professional first point of contact.

• Create a positive client experience by answering questions, responding to needs, and helping clients navigate the next steps in their care.

• Manage incoming calls by answering, screening, and directing calls to the appropriate staff or department.

• Coordinate appointments and schedule follow-up visits to support continuity of care.

• Maintain a welcoming and organized environment by monitoring the lobby and assisting with day-to-day office needs.

• Maintain accurate records by scanning, filing, entering, and organizing documents and information.

• Support client registration and data entry as needed, ensuring information is accurate and up to date.

• Process client payments at check-in when required and follow established procedures for handling payments.

• Support quality improvement efforts by conducting periodic internal audits and helping maintain compliance with CQI standards.

• Prepare and complete reports accurately and on time to meet program, operational, and reporting requirements.

• Partner with staff across the department to provide responsive administrative support and keep workflows moving efficiently.

• Protect confidentiality and maintain professional boundaries in all interactions and documentation.

• Perform other duties as assigned.

What You’ll Bring

We’re looking for someone who is organized, dependable, service-oriented, and proactive. You’ll be successful in this role if you enjoy helping people, staying organized in a busy environment, and taking pride in getting the details right.

Required Knowledge, Skills & Abilities

• Excellent written and verbal communication skills.

• Strong customer service skills and a professional, welcoming demeanor.

• Intermediate computer skills and proficiency with Microsoft Office applications.

• Ability to maintain appropriate professional and clinical boundaries and protect confidential information.

• Solid administrative and clerical skills, including reception, general office operations, and recordkeeping.

• Ability to learn and follow contract, program, and reporting specifications.

• Strong English language, grammar, and written communication skills.

• General organizational and analytical skills with strong attention to detail.

• Ability to manage multiple tasks while maintaining accuracy and priorities.

• Highly self-motivated, proactive, and able to work effectively both independently and as part of a team.

Job Requirements

• High School Diploma or GED equivalent.

• Minimum of 1 year of experience in an administrative support role.

Essential Functions & Physical Demands

This position primarily involves office-based work and may include:

• Driving: Driving in accordance with assigned job duties.

• Mobility: Infrequent standing and walking; frequent to constant sitting.

• Gross Mobility: Rare climbing or crawling; infrequent balancing, stooping, kneeling, or crouching.

• Reaching & Handling: Frequent to constant reaching and handling.

• Sensory Requirements:

  • Rare tasting/smelling.

  • Infrequent use of color vision.

  • Occasional use of far visual acuity, depth perception, and field of vision.

  • Frequent use of near and mid-range visual acuity and visual accommodation.

  • Frequent to constant talking.

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.