Administrative Assistant Position

Hand of Mercy Health Care; Indiana (PA); On-site; USD 43,000 - 53,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

Dental insurance

Paid holidays

Paid sick time

PTO: 80 hours annually

EPL: 40 hours annually

Annual raise

Professional development and training

Bonus pay for exceeding performance

Job summary

Hand of Mercy Health Care is seeking a dependable Administrative Assistant in Portland, ME to support daily operations and clinical teams.

This full-time role includes front-desk duties, documentation in the EHR, and referral coordination, with a focus on accuracy and professionalism.

Qualifications

• High school diploma or equivalent required.
• At least one year of administrative or office support experience preferred.
• Strong organizational and time-management skills.
• Ability to communicate effectively, both verbally and in writing.
• Proficiency in Microsoft Word and Microsoft Excel.
• Ability to work professionally and respectfully with diverse populations.
• Ability to manage multiple tasks and prioritize assignments.
• Experience with Electronic Health Records (EHR) or healthcare documentation systems preferred.

Responsibilities

• Serve as the first point of contact for visitors and incoming calls by greeting guests and directing inquiries appropriately.
• Answer phone calls and assist callers or route them to the appropriate staff member.
• Scan and upload received faxes and documents into the Electronic Health Record (EHR) system.
• Enter required information into healthcare portals to request or extend patient services.
• Complete prior authorization registrations for new referrals.
• Enter new referral information into the EHR system.
• Verify patient service due dates and confirm available service units to ensure that services remain authorized.
• Follow up with providers to ensure completion of required Clinical Service Requests (CSR) or related documentation.
• Send reminder emails to case managers and clinicians regarding documentation needed to extend services.
• Update patient authorizations in the EHR when services are extended or new services are approved.
• Maintain accurate administrative records and documentation in accordance with agency policies.

Skills

Strong communication

Organizational skills

Time management

Multitasking

Diversity experience

EHR familiarity

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Administrative Assistant Position

Hand of Mercy Health Care has a full-time Administrative Assistant position available at our main office in Portland, Maine. We are seeking a candidate who is interested in growing with our agency.

• Salary: $47,932 annually, based on $23 per hour
• Job Type: Full-time, salaried
• Number of Positions Available: 1

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Paid public holidays
• Paid sick time
• Paid Time Off (PTO): 80 hours annually, with increases based on tenure
• Earned Paid Leave (EPL): 40 hours annually
• Annual raise
• Professional development and training
• Bonus pay for exceeding performance goals

Schedule

• Eight-hour shift, including a one-hour paid break
• Monday through Friday, 9:00 a.m. to 5:00 p.m.

Location

30 Blueberry Road

Portland, ME 04102

Position Overview

Hand of Mercy Health Care is seeking a dependable and organized Healthcare Administrative Assistant to join our team at our main office in Portland, Maine. This position plays an important role in supporting daily administrative operations and assisting our clinical and case management teams in delivering high-quality behavioral health and community services.

We are looking for a detail-oriented professional with strong communication and organizational skills who is interested in growing with our agency.

Minimum Requirements

• High school diploma or equivalent required
• At least one year of administrative or office support experience preferred
• Strong organizational and time-management skills
• Ability to communicate effectively, both verbally and in writing
• Proficiency in Microsoft Word and Microsoft Excel
• Ability to work professionally and respectfully with diverse populations
• Ability to manage multiple tasks and prioritize assignments
• Experience with Electronic Health Records (EHR) or healthcare documentation systems preferred

Primary Responsibilities

• Serve as the first point of contact for visitors and incoming calls by greeting guests and directing inquiries appropriately
• Answer phone calls and assist callers or route them to the appropriate staff member
• Scan and upload received faxes and documents into the Electronic Health Record (EHR) system
• Enter required information into healthcare portals to request or extend patient services
• Complete prior authorization registrations for new referrals
• Enter new referral information into the EHR system
• Verify patient service due dates and confirm available service units to ensure that services remain authorized
• Follow up with providers to ensure completion of required Clinical Service Requests (CSR) or related documentation
• Send reminder emails to case managers and clinicians regarding documentation needed to extend services
• Update patient authorizations in the EHR when services are extended or new services are approved
• Maintain accurate administrative records and documentation in accordance with agency policies

Additional Expectations

• Maintain the confidentiality of client information in accordance with HIPAA and applicable federal and state privacy laws
• Perform administrative duties in accordance with agency policies and healthcare regulatory requirements
• Treat all clients, visitors, and colleagues with dignity and respect
• Support a professional and organized office environment

Equal Opportunity Employer

Hand of Mercy Health Care is an Equal Opportunity Employer and complies with all applicable federal and Maine employment laws. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other status protected by law.