Administrative Services Specialist (Werlein Crisis Stabilization Unit)

Hill Country Mental Health and Developmental Disabilities Centers; Northern (KY); Hybrid; USD 38,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Employer-paid life insurance

401(a) plan with employer matches

457/403(b) plan

Paid time off

Paid sick time

Supportive environment

Job summary

Hill Country MHDD is seeking an Administrative Services Specialist for the Werlein Crisis Stabilization Unit to coordinate clinic reception, manage schedules, and maintain accurate records. The role emphasizes compassionate communication with clients, providers, and staff, while ensuring efficient operations and data integrity.

The position requires 2 years of fast-paced admin experience, a high school diploma or GED, and CPR plus aggression management training within the first 3 months.

Qualifications

• Minimum 2 years' experience in a fast-paced administrative/receptionist position, in clinic and/or office, preferably in a medical environment.
• High school diploma/GED; some college preferred.
• Maintain valid Texas state Driver's License and auto insurance.
• Complete and maintain CPR certification and Prevention and Management of Aggressive Behavior training within the first 3 months of employment.

Responsibilities

• Coordinate and facilitate efficient clinic reception and/or office services workflow, including registration, intake, walk-in, appointment scheduling and crisis services processes.
• Communicate compassionately and clearly with clients, providers, employees and external stakeholders to ensure timely follow-up and continuity of services.
• Maintain efficient and accurate administrative records, reports, documentation and electronic filing systems, ensuring accuracy and integrity of demographic, financial, insurance and EHR information.
• Maintain accountability for accurate financial transactions for which position is responsible, providing administrative support for purchasing, invoicing and payment processing.
• Facilitate a clean, organized, trauma-informed, and person-centered environment that supports safety and quality service delivery.
• Maintain oversight of supplies, equipment, and inventory to ensure operational readiness and continuity of services.
• Maintain working knowledge of programs, services, and procedures to provide accurate information and support informed access to care.
• Complete required training on a timely basis.
• Prioritize and manage multiple responsibilities in a fast-paced environment while meeting deadlines and maintaining service standards.
• Support facility and transportation operations by maintaining required records and communicating maintenance or operational concerns as required.
• Safeguard the confidentiality and security of protected health information and organizational records in compliance with HIPAA and Hill Country MHDD Center policies.
• Collaborate effectively with interdisciplinary teams and participate in meetings, supervision, training, and continuous improvement initiatives.
• Fulfill Safety Officer duties if assigned.
• Perform other duties as assigned to support organizational, departmental, and clinic and/or office objectives.
• Work Hours: Wednesdays 12:30 PM to 8 :00 PM, Thursdays 8:00 AM-8:00 PM, Fridays 8:00 AM-8:00 PM, Saturdays 8:00 AM-8:00 PM

Skills

Customer service

Administrative support

Communication

Multitasking

Problem solving

Interdisciplinary collaboration

Education

High school diploma/GED

Some college

CPR certification

Prevention and Management of Aggressive Behavior training

Tools

Electronic health records (EHR)

Texas Driver's License

Auto insurance

Job description

Administrative Services Specialist (Werlein Crisis Stabilization Unit)

Help us help others:

The Administrative Services Specialist coordinates and provides customer service and administrative support to clients, providers and employees of the clinic or office to which they are assigned. This position represents Hill Country MHDD as an important interface - in person, by phone and electronically - with clients, families, visitors, community partners, and stakeholders. This role provides a welcoming, professional, and person-centered experience through exceptional customer service, effective communication, and responsive support. This employee demonstrates collaborative and proactive problem-solving, multitasking and decision-making that effectively meets client needs and ensures efficient operations.

All MHDD employees commit to our mission TO EMPOWER PEOPLE-FOSTER HOPE-SUPPORT CHOICE-CELEBRATE SUCCESS.

You will get to:

• Coordinate and facilitate efficient clinic reception and/or office services workflow, including registration, intake, walk-in, appointment scheduling and crisis services processes, as applicable to the position. This includes responsive personal, phone and electronic communications.
• Communicate compassionately and clearly with clients, providers, employees and external stakeholders such as provider agencies, state partners, and other community organizations to ensure timely follow-up and continuity of services.
• Maintain efficient and accurate administrative records, reports, documentation and electronic filing systems, ensuring the accuracy and integrity of demographic, financial, insurance, and electronic health record (EHR) information.
• Maintain accountability for accurate financial transactions for which position is responsible, providing administrative support for purchasing, invoicing, and payment processing.
• Facilitate a clean, organized, trauma-informed, and person-centered environment that supports safety and quality service delivery.
• Maintain oversight of supplies, equipment, and inventory to ensure operational readiness and continuity of services.
• Maintain working knowledge of programs, services, and procedures to provide accurate information and support informed access to care.
• Complete required training on a timely basis.
• Prioritize and manage multiple responsibilities in a fast-paced environment while meeting deadlines and maintaining service standards.
• Support facility and transportation operations by maintaining required records and communicating maintenance or operational concerns as required.
• Safeguard the confidentiality and security of protected health information and organizational records in compliance with HIPAA and Hill Country MHDD Center policies.
• Collaborate effectively with interdisciplinary teams and participate in meetings, supervision, training, and continuous improvement initiatives.
• Fulfill Safety Officer duties if assigned.
• Perform other duties as assigned to support organizational, departmental, and clinic and/or office objectives.
• Work Hours: Wednesdays 12:30 PM to 8 :00 PM, Thursdays 8:00 AM-8:00 PM, Fridays 8:00 AM-8:00 PM, Saturdays 8:00 AM-8:00 PM

You'll definitely need:

• High school diploma/GED; some college preferred
• Minimum 2 years' experience in a fast-paced administrative/receptionist position, in clinic and/or office, preferably in a medical environment.
• Maintain valid Texas state Driver's License and auto insurance.
• Complete and maintain both CPR certification and Prevention and Management of Aggressive Behavior training within the first 3 months of employment.

We're excited to provide:

• PPO health insurance plan with option to add dependents.
• PPO dental plan and vision insurance options for healthy teeth and eyes.
• Employer paid life insurance.
• 401(a) plan, employer matches your contributions dollar for dollar up to 8% of your salary. You are 100% vested after 3 years of service.
• 457/403(b) plan, employees are immediately eligible to contribute pre-tax earnings.
• Generous paid time off for fun and vacations and paid sick time for when you're under the weather.
• Authentic and caring environment where folks care about each other and want to do good in the world.