Administrative Specialist

Necco; Prestonsburg (KY); On-site; USD 32,000 - 46,000; Full time

Job summary

Necco is seeking an Administrative Specialist to support team activities and serve as a liaison to the finance department. The role emphasizes accurate data entry, diligent file management, and coordination of billing-related tasks within a fast-paced environment.

The ideal candidate will be detail-oriented, possess strong communication skills, and thrive in a collaborative setting, contributing to program quality and organizational efficiency.

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.
• Must be able to enter data accurately and on time.
• Proficient with Microsoft Office and basic database use.
• Excellent organizational and written/oral communication skills.
• Ability to maintain confidentiality and meet deadlines.

Responsibilities

• Data entry into systems within 24 hours.
• Provide feedback via generated reports on documentation.
• Maintain and track referrals in databases.
• Complete all state-specific database requirements.
• Liaise with Finance Team on billing and payments.
• Verify insurance for clients at entry and ongoing.
• Process and submit expenses for reimbursement.
• Pay invoices in Certify as required.
• Maintain electronic employee files and notify when documents are needed.
• Oversee office communications and ensure coverage.
• Support COA/state/federal safety standards and audits.
• Participate in Necco meeting structure and activities.

Skills

Data entry

Communication

Organization

Problem solving

Team collaboration

Attention to detail

Office experience

Education

High School Diploma

Tools

Microsoft Office

Database

Electronic Health Record

Dashboard

Job description

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 courageousmutant;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 24hours
• 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 databaserequirements

Fiscal and Medicaid Service Management

• Serve as a liaison to theFinanceTeam regarding issues related to billing and payments to the office andprograms
• 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 asappropriate
• Provide current and accurate information to the team regarding per diems and any other missing/needed financialdata
• Process and submit expenses to the state or other entities for reimbursement, if applicable
• Pay invoices inCertify,asrequired

Electronic File Management

• Maintain electronic employee filesand ensure theiraccuracy
• Notify employees of upcoming documents needed for Electronic File Management (EFM)and elevate to Program Director asneeded

Team Responsibilities

• Oversee external office communications (e.g., phone, fax, mail, front desk, and email) and arrangeand ensurecoverage asneeded
• Work with the Facilities Manager to ensure a well-maintained and clutter-free office space, addressing issues as theyarise
• Assists with ensuring office space is maintained to meet required COA, State and Federal safetystandards
• Submit quarterly office checks/audits to Safety and Risk, asapplicable
• Attend and participate in Necco meeting structure, administrative specialist conference calls andactivities
• Communicate in a responsible, courteous and professional manner withstakeholders
• Ensure the confidentiality of client records and officeenvironment
• Accept additional tasks from self-directed work team asappropriate
• Understand and Execute our Corporate Culture Principles and Strategy
• Participate inachieving 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, dataentryand/or billing
• Valid driver’s license
• 25/50 to 100/300 Auto Insurance Coverage depending on role andresponsibilities
• Training and Travel willingness
• Excellent organizational and technological skills
• Excellent written and oral communication skills
• Successful completion of all required criminal backgroundchecks
• Must possess the skills to navigate and execute software programs (i.eMicrosoft Office, Database, Electronic Health Record, Dashboard)
• Must have the ability to identify issues and willingness to discuss with appropriateteammates
• Must have the ability to enter timely and accuratedata
• Must have the ability to adhere to scheduled and unplanneddeadlines

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 agesto join our organization. Weare dedicated to providingequal opportunities for employment and advancement to all qualified individuals, and we encourage applicants of all backgrounds to apply.

Travel Required

No .

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.