Administrative Specialist

Calculated Hire; Louisville (KY); On-site; USD 32,000 - 46,000; Full time

Job summary

Calculated Hire is seeking an Administrative Specialist to support the Disability Determination Services team in Kentucky. You will coordinate consultative examinations, communicate with claimants and medical providers, and ensure medical documentation is received promptly.

The role emphasizes strong administrative, customer service, and organizational skills in a fast-paced office. Experience with SSA processes and data entry is advantageous.

Qualifications

• High school diploma or equivalent required; Associate's degree is a plus.
• Experience in administrative, clerical, customer service, healthcare administration, insurance, or government preferred.
• Proficient with Microsoft Office (Word, Outlook, Excel) and data entry.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Strong attention to detail and follow-through.

Responsibilities

• Assist Disability Adjudicators by contacting claimants regarding CE appointments.
• Help claimants understand examination requirements and address barriers to attendance.
• Coordinate rescheduling of examinations to expedite the determination process.
• Communicate with physicians, hospitals, attorneys, and medical providers to obtain records.
• Follow up on outstanding medical evidence and generate necessary correspondence.
• Prepare attachments to request medical evidence through SSA systems.
• Monitor completed and missed CE appointments and maintain records.
• Create, format, and distribute letters and forms for medical records requests.
• Initiate development of new disability claims by electronically requesting records.
• Perform other administrative duties as assigned.

Skills

Verbal communication

Written communication

Organizational skills

Data entry

Confidentiality

Education

High school diploma or equivalent

Associate's degree (a plus)

Tools

Microsoft Office

Job description

Our client is seeking a detail-oriented Administrative Specialist to support the Disability Determination Services team. In this role, you will play a critical part in assisting disability adjudicators by coordinating consultative examinations, communicating with claimants and medical providers, and ensuring medical documentation is received in a timely manner. This position is ideal for someone with strong administrative, customer service, and organizational skills who enjoys helping others while working in a fast-paced office environment.

Key Responsibilities

• Assist Disability Adjudicators by contacting disability claimants regarding Consultative Examination (CE) appointments.
• Help claimants understand examination requirements and identify or resolve barriers that may prevent them from attending scheduled appointments.
• Coordinate rescheduling of examinations when necessary to help expedite the disability determination process.
• Communicate with physicians, hospitals, attorneys, schools, and other medical providers to obtain medical records and supporting documentation.
• Follow up on outstanding medical evidence and generate correspondence as needed.
• Prepare attachments and documentation required to request medical evidence through the Social Security Administration (SSA) system.
• Monitor completed and missed Consultative Examinations and maintain accurate records.
• Create, format, and distribute letters and forms requesting medical records and other evidence.
• Initiate the development of new disability claims by electronically requesting medical records.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate's degree is a plus.
• Previous administrative, clerical, customer service, healthcare administration, insurance, or government experience preferred.
• Strong verbal and written communication skills.
• Excellent organizational skills with the ability to manage multiple priorities.
• Proficient with Microsoft Office (Word, Outlook, Excel) and data entry.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Strong attention to detail and follow-through.

Preferred Skills

• Experience working with medical records, healthcare providers, or insurance/disability claims.
• Experience in a high-volume administrative or customer service environment.
• Ability to work independently while collaborating effectively with internal teams.