Administrative Specialist / Clinic Receptionist

Advocates; Framingham (MA); On-site; USD 57,308,000 - 63,039,000; Full time

Job summary

Advocates seeks an Administrative Specialist to greet visitors and manage front-desk operations at our clinic in Framingham, MA. You will handle phone and email inquiries, verify insurance, collect co-pays, and schedule therapy appointments in collaboration with the Intake Director.

The role requires a high school diploma, valid driver's license, and strong communication and customer-service skills. Bilingual Portuguese/Spanish is preferred to support diverse clients.

Qualifications

• Must have a high school diploma or equivalent.
• Valid driver's license and access to auto.
• Bilingual Portuguese/Spanish preferred.
• Excellent written and verbal communication.
• Strong customer service and clerical skills.
• Computer literacy required.

Responsibilities

• Greet clinic visitors in a friendly and approachable manner.
• Update contact information, verify insurance, and collect co-payments.
• Respond to and direct telephone and email inquiries promptly.
• Schedule ongoing and intake appointments with therapists in collaboration with the Intake Director.
• Manage filing system and medical records in compliance with regulations.
• Create charts for therapists and ensure forms are filed correctly.
• Provide clerical and administrative support to clinical staff.
• Ensure waiting rooms are clean, organized, and maintained.
• Contact appropriate department/personnel in emergencies.

Skills

Communication skills

Customer service

Computer literacy

Bilingual Portuguese/Spanish

Cultural competence

Education

High School Diploma/GED

Tools

Microsoft Office

Job description

Overview

Starting Rate: $20.00-$22.00/hour

Schedule: 4 weekdays for 8 hours, between the hours of 8am-8pm, one weekend day required. (Days will be discussed)

The Administrative Specialist creates a customer-friendly environment in which visitors to the clinic are greeted, phone requests are managed, and waiting room spaces are clean and welcoming. The Administrative Specialist ensures that the general business functions of the clinic, such as scheduling and appointment reminders, function smoothly and efficiently.

Who We Are

At Advocates, we provide comprehensive services for people facing developmental, mental health, or other life challenges.

We'rea nonprofit, mission-driven organization with a person-centered approach, empowering the individuals we support to make choices, build independence, and live full, meaningful lives. Our work is rooted in respect, compassion, and inclusion, and we envision a world where individual differences are appreciated and celebrated.

At Advocates, we value the ideas, experiences, and contributions of employees and are committed to fostering a supportive, welcoming culture where everyone can grow and thrive.

Minimum Education Required

High School Diploma/GED

Responsibilities

• Greet clinic visitors in a helpful, friendly and approachable manner.


• Update contact information, verify insurance, and collect co-payment.


• Respond to and direct telephone and email inquiries promptly.


• Schedule ongoing and intake appointments for therapists in collaboration with the Intake Director.


• Manage filing system and storage of medical records in compliance with clinic regulations.


• Create charts for therapist and ensure forms are filed appropriately.


• Provide clerical and administrative support to clinical staff.


• Ensure that the waiting rooms are clean, organized and maintained.


• Contact appropriate department and/or personnel in cases of an emergency.

Qualifications

• Must have a high school diploma or equivalent degree. Psychology and social work students are strongly encouraged to apply!


• Must have valid driver's license and access to auto.


• Bilingual/Trilingual in Portuguese/Spanish preferred


• Excellent written and verbal communication.


• Excellent customer services and communication skills. Bilingual candidates encouraged to apply!


• Comprehensive computer knowledge.


• Must hold a valid driver's license and access to an operational and insured vehicle.


• Strongly prefer a candidate that will have a demonstrated understanding of and competence in serving culturally diverse populations.

Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, partnered status, age, national origin, socioeconomic status, religion, ability, culture, and experience.

We are committed to providing equal employment opportunities to all applicants. If you require a reasonable accommodation during the application, interview or hiring process, please contact Human Resources.