Administrative Specialist

Calculated Hire; Frankfort (KY); Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

Hybrid schedule

Onsite training

Job summary

Calculated Hire is seeking an Administrative Specialist to support the Operations Team with payment processing, administrative duties, and customer support. This role focuses on processing vendor invoices and ensuring documentation is complete while handling inquiries with professionalism.

The position offers a hybrid schedule (three days onsite, two days remote after training) in Frankfort, KY, and requires detail orientation, strong Microsoft Office skills, and the ability to work

Qualifications

• Strong computer skills across multiple software applications.
• Excellent attention to detail and organizational abilities.
• Clear verbal and written communication, professional demeanor.

Responsibilities

• Review and process invoices from vendors for accuracy and completeness.
• Verify tax documentation and obtain required forms from vendors.
• Process vendor and claimant payments and maintain records in internal systems.
• Respond to vendor inquiries and resolve payment discrepancies.
• Assist claimant questions by phone and document interactions.

Skills

Computer proficiency

Attention to detail

Communication

Independent work

Customer service

Tools

Microsoft Outlook

Excel

Microsoft Office

Job description

Administrative Specialist – Operations Team

Position Summary

The Administrative Specialist will support the Operations Team by providing administrative, payment processing, and customer support services. This position will primarily focus on processing vendor payments and invoices while ensuring documentation is complete and accurate. Depending on business needs, the role may also provide support to the organization's call center by assisting claimants with inquiries. The ideal candidate is detail-oriented, comfortable navigating multiple computer systems, and able to work independently while maintaining excellent customer service.

Key Responsibilities

Payment Processing & Administrative Support

• Review and process invoices received from outside vendors for accuracy and completeness.
• Verify required documentation, including Tax Identification information, and obtain necessary tax documentation from vendors when needed.
• Process payments for vendors conducting medical examinations.
• Process claimant travel reimbursement payments related to medical examinations.
• Ensure payment requests comply with established procedures and organizational guidelines.
• Maintain accurate records and documentation within internal systems.
• Communicate with vendors regarding payment questions, missing documentation, or invoice discrepancies.
• Make and receive occasional vendor phone calls (typically fewer than 10 calls per day) to resolve payment-related issues.

Customer Service & Call Center Support (Business Need Dependent)

• Answer inbound phone calls from claimants regarding questions about their claims or payment status.
• Provide professional, courteous, and accurate information while directing inquiries to the appropriate department when necessary.
• Respond to routine questions and document interactions within internal systems.

Qualifications

Required Qualifications

• Strong computer skills with the ability to navigate multiple software applications.
• Proficiency with Microsoft Office, particularly Outlook; basic Excel experience preferred.
• Excellent attention to detail and organizational skills.
• Strong verbal and written communication skills.
• Ability to work independently while managing multiple priorities.
• Professional customer service skills and a positive attitude.

Preferred Qualifications

• Previous administrative, clerical, payment processing, accounts payable, or customer service experience.
• Experience reviewing invoices or processing payments is preferred but not required.
• Experience working with vendors or handling phone-based customer interactions is a plus.
• Full-time, 40 hours per week.
• Hybrid schedule: Three days onsite and two days remote following the completion of training.
• Initial training will be conducted onsite for a few weeks, with the length of training determined by individual progress and business needs.
• Primarily works independently while collaborating with a small payment team and internal departments.