Administrative Specialist II / Front Office Support (Conway - Waccamaw)

State of South Carolina; Mary (SC); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Health, dental, vision

15 days annual leave

15 days sick leave

13 paid holidays

Paid parental leave

Retirement plan

Job summary

State of South Carolina – Conway Clinic seeks an Administrative Specialist II / Front Office Support to greet patients, manage schedules, assist with registrations, and handle records with a focus on compassionate, compliant care. The role supports billing, reminders, and coordination with Avatar and insurance data.

The position emphasizes customer service, accuracy, bilingual usefulness, and adherence to BHDD policies in a busy clinic setting.

Qualifications

• High school diploma required with 2 years clerical experience, or an associate degree, or 3 years clerical experience.
• Bilingual abilities in English and Spanish are a plus.
• Ability to greet patients, manage calls, and coordinate scheduling and records.

Responsibilities

• Monitor schedules and backfill canceled appointments; send reminders and reschedules.
• Inform patients of balances and post payments to accounts.
• Assist new patients with registration; update insurance in Avatar; handle consent updates.
• Greet patients and provide courteous customer service; answer phones.
• Process medical records requests; ensure records are complete and updated.
• Ensure compliance with agency policies and annual MAPS certification requirements.

Skills

Clerical experience

Customer service

Bilingual English/Spanish

Education

High school diploma + 2 years clerical experience

Associate degree in secretarial science or related field

3 years clerical experience

Tools

Avatar

Scheduling software

Multi-line switchboard

Job description

Are you passionate about making a real difference in people's lives? Join our team at the Office of Mental Health where we are dedicated to providing compassionate and accessible care to our community. We are seeking an Administrative Specialist II / Front Office Support for the Conway Clinic who is motivated to help individuals and families navigate life's challenges and achieve long-term wellness.

This position is located at the Department of Mental Health, Waccamaw Center for Mental Health, 164 Waccamaw Medical Park Drive, Conway, SC 29526.

Responsibilities for this Administrative Specialist II:

• Monitor the schedules of assigned clinical/medical staff to ensure maximum efficiency of patient care hours. Consistently backfills any canceled appointments. Review portal daily to ensure patients receive reminders and reschedules patients who request it.
• Comply with Division of Financial Services policies and procedures. Demonstrate fiscal responsibility by informing patients of their balances and requesting payment. Ensure that payments received from patients or payor source are posted efficiently to patient's account.
• Act as a backup and ensure that all new patients' complete registration per BHDD-OMH policy and Quality standards. Per SC law, offer patients assistance with voter registration. Ensure patient's consents are updated annually. Ensure that patient's insurance information is updated in Avatar.
• Ensure that all patients are greeted upon arrival and leaving the clinic. Be responsive to the needs of patients/visitors and address people in a respectful manner. maintains exceptional customer service skills in answering phones.
• Act as a backup and process all requests for medical records promptly and in compliance with BHDD-OMH Policies.
• Ensure that patient's records are complete and updated when indicated.
• Ensure adherence to agency's Corporate Compliance Policies and Plans.

• A high school diploma and two (2) years of clerical experience; or an associate degree in secretarial science or other related field; or three (3) years of clerical experience.

• Bilingual abilities in English and Spanish (or another language) are a plus.

Post hire, employees must:

• Have general knowledge of office practice and use of judgement and discretion.
• Have the ability to use office equipment, i.e. multi-fine switchboard and scheduling software, computers, etc.
• Have the ability to communicate courteously and effectively in person and over the phone with the public and co-workers, flexible, cooperative, multi-task and manage time in a proficient and effective manner in the course of carrying out day-to-day duties.
• Be able to pass Managing Agitation in the Psychiatric Setting (MAPS) Certification.

The Department of Behavioral Health and Developmental Disabilities is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

The Department of Behavioral Health and Developmental Disabilities offers an exceptional benefits package for full time (FTE) employees:

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices*

• State Retirement Plan (SCRS)
• State Optional Retirement Program (State ORP)

*Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.