Administrative Support

BHcare; North Branford (CT); On-site; USD 35,000 - 50,000; Full time

Job summary

BHcare in North Branford, Connecticut, is seeking an Administrative Support Staff member to ensure the efficient operation of a busy clinical office. This full-time role requires supporting a respectful, client-centered environment and involves responsibilities such as scheduling appointments, maintaining records, and performing data entry. Candidates should have a high school diploma, two years of related experience, and proficiency in Microsoft Office. The position offers a collaborative team setting and requires attendance at necessary trainings.

Qualifications

• Minimum of two years of related administrative experience and/or training, or an equivalent combination of education and experience.
• Ability to efficiently navigate and utilize electronic health record (EHR) systems.
• Demonstrated knowledge of standard office equipment and administrative procedures.

Responsibilities

• Support a collaborative, team-based approach to administrative services.
• Schedule appointments for physicians and clinicians.
• Maintain accurate, up-to-date filing and record-keeping systems.
• Perform data entry accurately and efficiently.
• Respond promptly and professionally to internal and external requests for client information.

Skills

Knowledge of standard office equipment

Proficiency in Microsoft Office (Word and Outlook)

Strong organizational skills

Time-management skills

Ability to handle multiple telephone lines

Education

High school diploma or equivalent

Tools

Electronic Health Record (EHR) Systems

Job description

The Administrative Support Staff plays a critical role in ensuring the efficient and professional operation of a busy clinical office. This position supports a respectful, client-centered environment for clients and their families, clinical and direct service staff, and members of the general public. Working as part of a collaborative team supporting two clinic locations, the Administrative Support Staff contributes to the completion of daily operational tasks and provides flexible, reliable coverage as needed.

This is a full-time position, 37.5 hours per week Monday 9-5, T, W, TH 12-8 and Friday 9-5. Evenings can be flexible with 2 evenings required per week.

Key Responsibilities

• Support a collaborative, team-based approach to administrative services, including flexibility, coverage, and shared planning across assigned programs.
• Greet clients and visitors, manage check-in procedures, document attendance, update client information, and notify staff as appropriate.
• Maintain a welcoming and orderly waiting room environment, ensuring clients are treated with respect and professionalism.
• Schedule appointments for physicians and clinicians; manage cancellation lists and backfill appointments as needed.
• Prepare memos, correspondence, forms, transportation-related materials, and other documentation and databases as assigned.
• Create, process, and document releases of information as required.
• Maintain accurate, up-to-date filing and record-keeping systems, including both paper and electronic records.
• Perform data entry accurately and efficiently.
• Collect, copy, and maintain insurance cards and other client documentation; collect co-pays and rent checks when applicable and log payments according to procedure.
• Prepare and manage daily appointment reminder calls using an automated system or through manual outreach as needed.
• Receive, manage, and distribute incoming and outgoing mail and packages for the clinic and/or agency.
• Respond promptly and professionally to internal and external requests for client information and formal record requests.
• Process urine specimen collections in accordance with established procedures.
• Assist with ordering and maintaining supplies for front desk and medical staff.
• Perform chart maintenance, including opening, closing, indexing, organizing, and archiving client records in accordance with established protocols.
• Maintain records lists for disposal in compliance with retention policies.
• Use personal vehicle for company business if required.
• Attend required trainings, workshops, and professional development sessions, including those needed for accreditation or licensing.
• Maintain regular and consistent attendance, which is essential to this role.

Perform other related duties as assigned.

We are an Equal Opportunity Employer. We will consider applicants for this position without regard to any category protected by applicable federal, state or local law, including but not limited to: race, color, religion, sex, national origin, age, physical or mental disability, genetic information, veteran status or uniformed service member status.

Qualifications

• High school diploma or equivalent required.
• Minimum of two (2) years of related administrative experience and/or training, or an equivalent combination of education and experience.
• Demonstrated knowledge of standard office equipment and administrative procedures.
• Proficiency in computer applications, including Microsoft Office (Word and Outlook).
• Ability to efficiently navigate and utilize electronic health record (EHR) systems.
• Strong typing, organizational, and time-management skills.
• Ability to manage multiple telephone lines and handle frequent interruptions in a fast-paced environment.