Administrative Services Specialist II

Pacific Clinics; West Covina (CA); On-site; USD 32,000 - 39,000; Full time

Benefits offered by this job

Medical, dental, vision

401K Employer Match up to 4%

Paid time off

Job summary

Pacific Clinics in West Covina, CA seeks an Administrative Services Specialist II to coordinate scheduling, documentation, and client services while handling confidential information with discretion. You will support multiple departments and partner with clinicians to ensure smooth operations and excellent client experiences.

The role emphasizes strong customer service, attention to detail, and effective communication in a fast-paced environment.

Qualifications

• Two (2) or more years of administrative, client services, or customer service experience required.
• Experience working with families, providers, and payers in a behavioral health or therapy setting.
• Proficiency in administrative software and electronic health records.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and familiarity with scheduling, data entry, and document formatting.
• Experience handling confidential information and working with diverse teams.
• Commitment to professionalism, customer service, and equity-centered practices.

Responsibilities

• Coordinates scheduling, documentation, and communication related to client services.
• Processes service requests, orders, and account updates in a timely and accurate manner.
• Maintains and updates client records, ensuring accuracy, confidentiality, and compliance with organizational standards.
• Prepares, reviews, and distributes reports, correspondence, and other documentation as needed.
• Serves as a point of contact for clients, providing guidance and support regarding available services.
• Escalates complex issues to appropriate staff and follows up to ensure resolution.
• Collaborates with clinical, operational, and administrative teams to address client needs and improve service delivery.
• Identifies process improvements and contributes to initiatives that enhance client satisfaction and operational efficiency.
• Performs other administrative and customer service duties as assigned.
• Speaks with and interprets for clients who may not speak or understand English.

Skills

Administrative experience

Client services

Microsoft Office

Electronic Health Records

Scheduling systems

Education

High School Diploma or GED

2+ years admin/customer service

Tools

Microsoft Office

Electronic Health Records

Scheduling systems

Databases

Job description

Overview

Schedule: Monday through Friday, from 830am to 5pm

Compensation We Offer

• The initial compensation for this position ranges from $23 to $28.23 Per Hour, depending on experience, location and internal equity considerations

Benefits We Offer

• BenefitsEligibilitystarts on day ONE
• We provide a robust benefits package which includes medical, dental, vision, See our Benefits Page HERE.
• 401K Employer Match up to4%
• Competitive Time Off Plans

Must meet eligibility requirements based on employment status

Pay Range

$23 - $28.23

Job Summary

The Administrative Services Specialist II supports program and client services by coordinating, scheduling, documentation, and communication to ensure smooth operations and a positive client experience. This role requires strong customer service and client-facing skills, attention to detail, and the ability to manage confidential information in a fast-paced environment. Responsibilities include performing a variety of administrative tasks such as filing, typing, copying, and scanning. The Specialist also responds to inquiries, resolves complaints, processes orders, manages accounts, and maintains accurate client records. This position works collaboratively with internal departments and external partners to address client needs, streamline processes, and enhance overall service delivery. Client needs may include ability to speak with and interpret for clients in a language other than English.

Responsibilities

• Coordinates scheduling, documentation, and communication related to client services.
• Processes service requests, orders, and account updates in a timely and accurate manner.
• Maintains and updates client records, ensuring accuracy, confidentiality, and compliance with organizational standards.
• Prepares, reviews, and distributes reports, correspondence, and other documentation as needed.
• Serves as a point of contact for clients, providing guidance and support regarding available services.
• Escalates complex issues to appropriate staff and follows up to ensure resolution.
• Collaborates with clinical, operational, and administrative teams to address client needs and improve service delivery.
• Identifies process improvements and contributes to initiatives that enhance client satisfaction and operational efficiency.
• Performs other administrative and customer service duties as assigned.
• Speaks with and interprets for clients who may not speak or understand English.

Qualifications

• High School Diploma or GED and two (2) or more years of relevant experience, or equivalent combination of education and experience (two years of relevant experience equals one year of education) to include:
• Two (2) or more years of administrative, client services, or customer service experience required.
• Experience working with families, providers, and payers in a behavioral health or therapy setting.
• Proficiency in administrative software and electronic health records.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and familiarity with scheduling, data entry, and document formatting.
• Experience handling confidential information and working with diverse teams.
• Familiarity with filing systems, office equipment, and basic administrative workflows.
• Commitment to professionalism, customer service, and equity-centered practices.
• Experience working with families, providers, and payers in a behavioral health or therapy setting, and communicating in a language other than English to ensure client needs are met.
• Experience in a healthcare, nonprofit, or client-centered environment preferred.
• Knowledge of client record management and scheduling systems preferred.

Job Competencies

• Strong client-facing and customer service orientation.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• High attention to detail and organizational skills.
• Proficiency in office software (e.g., Microsoft Office, databases, scheduling systems).
• Ability to manage multiple priorities in a fast-paced environment.
• Problem-solving skills and ability to de-escalate client concerns.
• Team collaboration and cross-departmental coordination.

Physical Requirements

The work environment conditions as described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may be required to use hands to handle or feel objects, tools or controls; reach with hands and arms; and taste or smell. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

N/A May have unsupervised contact with children.

Requires full background check and TB Exam.

We are an Equal Opportunity Employer, which includes providing reasonable accommodations for individuals with a disability.We will consider for employment, qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.