Administrative Specialist

Socket.dev; West Virginia; Hybrid; USD 32,000 - 46,000; Full time

Benefits offered by this job

Flexible schedules

Remote work options

Retirement plan

Paid time off

Lifestyle spending account

Professional development

Tuition assistance

Loan repayment

Job summary

Seneca Health Services, a Certified Community Behavioral Health Center in West Virginia, seeks an Administrative Specialist to support outpatient clinics and open access hubs. You will manage calls, scheduling, referrals, and patient intake while ensuring high-quality service and HIPAA compliance.

The role emphasizes accurate documentation, secure handling of information, and collaboration with clinical staff to maintain smooth, patient-centered operations.

Qualifications

• High School Diploma or GED required.
• Minimum of one (1) year of administrative experience required.
• Valid driver’s license and vehicle required.
• Must pass a Criminal Background Check and Employment Fitness Determination through WVCARES and a drug screen.

Responsibilities

• Provide administrative support to outpatient clinics and open access hubs.
• Answer calls and gather information to schedule or reschedule appointments or make referrals.
• Screen calls for suicide risk and arrange for same day service; dispatch mobile crisis team as needed.
• Maintain administrative and clinical documentation.
• Greet clients and visitors and assist in securing needed services/treatment.
• Process communications and routing; collect identification, insurance cards and other information.
• Complete referrals and obtain authorizations.
• Collect co-payments and other balances.
• Maintain HIPAA/privacy compliance.

Skills

Administrative experience

Customer service

Computer skills

Education

High School Diploma or GED

Job description

Seneca Health Services is a Certified Community Behavioral Health Center in wild, wonderful West Virginia. We provide responsible, accessible, and progressive behavioral health services. We have a wide range of professionals who are passionate about helping our clients through substance use or mental health treatment. With four outpatient clinics and an intensive treatment location in Greenbrier, Nicholas, Pocahontas and Webster Counties, we serve a wide population. Our services include Crisis Services, Substance Use Disorder Assistance, Mental Health Services, and Intellectual Disabilities Support.

We are committed to supporting the well-being of our team members by offering comprehensive and innovative compensation and benefits package that prioritizes work-life balance. Some of our offerings include flexible schedules, remote work options (when possible), retirement, generous paid time off, lifestyle spending account, professional development, tuition assistance and loan repayment – all designed to promote both physical and mental health. We believe that a healthy, happy workforce is key to success, and we strive to create a supportive environment that allows our staff to thrive both professionally and personally.

Administrative Specialists provide support to Seneca outpatient clinics and open access communication hubs by performing administrative tasks and ensuring high-quality customer service to clients. Provide support which results in positive and professional representation of Seneca.

QUALIFICATION REQUIREMENTS:

High School Diploma or GED required. Minimum of one (1) year of administrative experience required. Valid driver’s license and vehicle required.

Must pass a Criminal Background Check and Employment Fitness Determination through WVCARES and a drug screen.

SKILLS AND KNOWLEDGE REQUIRED

Able to represent Seneca in a positive manner including maintaining a positive attitude and performing duties in a manner in accordance with Seneca’s Mission and Code of Conduct/Ethical Practices. Demonstrated knowledge of computer skills required.

ESSENTIAL FUNCTIONS:

• Provide administrative support to outpatient clinics and rural open access connection hubs.
• Answer calls and collect needed information to schedule or re-schedule immediate or future appointments or make referrals to other services.
• Screen calls for suicide risk and arrange for same day service; dispatch mobile crisis team, as needed.
• Maintain administrative and clinical documentation.
• Provide high-quality customer service by greeting and welcoming clients and visitors; assist in securing needed services/treatment.
• Contribute to daily efficient operations by collecting information, reviewing, and routing correspondence and initiating communications.
• Registration of clients; collect identification, insurance cards and any other needed information.
• Complete outgoing primary care referrals and obtain authorizations.
• Collect prior balances, co-payment, and deductible amounts.
• Maintain professional knowledge by participating in training opportunities.
• Secure information and protect operations by adhering to HIPAA and 42 CFR Part 2 regulations and Seneca privacy policies and keeping client and corporate information confidential.
• Collect program data (including NOMs), as appropriate.
• Other duties as assigned by supervisor.

Minimum Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; use of arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee is occasionally required to stand; walk; reach with hands and arms; climb stairs; balance; bend or crouch; talk and hear; and drive a motor vehicle. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision and distance vision. Local travel required.

This job description reflects management's assignment of essential functions; it does not restrict the tasks that may be assigned.