Administrative Specialist / Clinic Receptionist

internal-advocatesinc; Rocky Hill (CT); On-site; USD 28,000 - 30,000; Full time

Job summary

Advocates, a nonprofit organization serving people facing developmental, mental health, or other life challenges, seeks an Administrative Specialist. You will greet visitors, handle inquiries, manage scheduling, and support therapists and clinic operations to ensure a welcoming, efficient environment.

Starting rate is $20.00-$22.00 per hour with a Monday–Friday 8am–12pm schedule and occasional later hours. Bilingual candidates are encouraged to apply, and a high school diploma is required.

Qualifications

• High school diploma or GED required.
• Valid driver’s license and access to a vehicle.
• Bilingual/Trilingual in Portuguese/Spanish preferred.
• Excellent written and verbal communication.
• Comprehensive computer knowledge.

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.

Skills

Communication skills

Customer service

Computer literacy

Bilingual

Education

High School Diploma/GED

Job description

Minimum Education Required

High School Diploma/GED

Overview

Starting Rate: $20.00-$22.00/hour

Schedule: Monday-Friday 8am-12pm, somedays later

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.

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.