Administrative Specialist

Necco; Elkins (WV); On-site; USD 32,000 - 42,000; Full time

Job summary

Necco is seeking an Administrative Specialist to support team activities and act as a liaison to the finance department. The role involves data entry, billing coordination, and office management to ensure smooth operations.

The candidate should have strong organizational skills, proficient computer use, and the ability to handle confidential information with care. This position emphasizes accuracy, timely reporting, and professional communication across departments.

Qualifications

• Strong organizational skills and ability to multitask in a busy office.
• Excellent written and oral communication to liaise with team and stakeholders.
• Ability to meet deadlines and maintain confidential information.
• Experience with data entry, billing processes, and office administration.

Responsibilities

• Data entry into applicable systems within 24 hours.
• Liaise with Finance Team on billing and payments.
• Verify insurance for clients and review billing reports.
• Maintain electronic employee files and coordinate required documents.

Skills

Organizational skills

Written & verbal communication

Problem-solving

Attention to detail

Education

High School Education

Tools

Microsoft Office

Database

Electronic Health Record

Dashboard

Job description

Position Summary

Necco has an opportunity for a career as Administrative Specialist. This role will provide value to the company by supporting the activities of the team and being a liaison to the finance department.

You should be accurately described as

A happy warrior who thrives on leading from the front with strategic thinking. A solid communicator in search of decisions that deliver real results. A courageous mutant; a problem-solver, financial steward, and one who excels at collaboration. A passionate pragmatist about the company’s success, growth, and program quality.

The Candidate Selected Will Be Responsible For The Following

Data Entry/Systems

• Accurately and promptly enter data into applicable systems (e.g., intakes, respites, moves, discharges) within 24 hours
• Provide feedback to team members regarding the presence and absence of documentation through generated reports, if applicable
• Maintain and track all referrals through applicable databases, if applicable
• Complete all state-specific database requirements

Fiscal and Medicaid Service Management

• Serve as a liaison to the Finance Team regarding issues related to billing and payments to the office and programs
• Verify insurance for Integrated Services Behavioral Health clients at entry and on an ongoing basis, if applicable
• Review reports to ensure accuracy of billing and foster parent payments and coordinate changes through Billing Specialist in corporate Finance Department
• Serve as a liaison amongst the Program Director, direct service staff, shared service staff (i.e. Finance and HR), and others as appropriate
• Provide current and accurate information to the team regarding per diems and any other missing/needed financial data
• Process and submit expenses to the state or other entities for reimbursement, if applicable
• Pay invoices in Certify, as required

Electronic File Management

• Maintain electronic employee files and ensure their accuracy
• Notify employees of upcoming documents needed for Electronic File Management (EFM) and elevate to Program Director as needed

Team Responsibilities

• Oversee external office communications (e.g., phone, fax, mail, front desk, and email) and arrange and ensure coverage as needed
• Work with the Facilities Manager to ensure a well-maintained and clutter-free office space, addressing issues as they arise
• Assists with ensuring office space is maintained to meet required COA, State and Federal safety standards
• Submit quarterly office checks/audits to Safety and Risk, as applicable
• Attend and participate in Necco meeting structure, administrative specialist conference calls and activities
• Communicate in a responsible, courteous and professional manner with stakeholders
• Ensure the confidentiality of client records and office environment
• Accept additional tasks from self-directed work team as appropriate
• Understand and Execute our Corporate Culture Principles and Strategy
• Participate in achieving our mission of We Build Families
• Participate & Take Ownership of the Individual Performance Scorecard

Position Qualifications

• Minimum of 21 Years of Age
• High School Education (Degree Preferred)
• Valid Driver’s License
• Minimum of 3 Years’ experience in office, data entry and/or billing
• Valid driver’s license
• 25/50 to 100/300 Auto Insurance Coverage depending on role and responsibilities
• Training and Travel willingness
• Excellent organizational and technological skills
• Excellent written and oral communication skills
• Successful completion of all required criminal background checks
• Must possess the skills to navigate and execute software programs (i.e Microsoft Office, Database, Electronic Health Record, Dashboard)
• Must have the ability to identify issues and willingness to discuss with appropriate teammates
• Must have the ability to enter timely and accurate data
• Must have the ability to adhere to scheduled and unplanned deadlines

At Necco, we value diversity and are committed to creating an inclusive and equitable work environment. We embrace individuals of diverse backgrounds, experiences, and perspectives. We believe that a diverse team fosters innovation and creativity, and we actively seek candidates from all races, ethnicities, religions, genders, sexual orientations, abilities, and ages to join our organization. We are dedicated to providing equal opportunities for employment and advancement to all qualified individuals, and we encourage applicants of all backgrounds to apply.