Administrative Support Specialist

Aroostook Mental Health Services, Inc.; Calais (ME); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

403b Retirement (with match)

Pet Insurance

Employee Assistance Programs

Tuition Reimbursement

Supplemental Insurance

Job summary

Aroostook Mental Health Services, Inc. in Calais, Maine, is seeking a full-time Administrative Support Specialist – Outpatient. You will assist clinical staff, handle intake tasks, billing, and case records to ensure smooth outpatient operations.

The role emphasizes organization, accuracy, and a patient-centered approach, with support across multiple administrative functions and potential involvement in satellite offices.

Qualifications

• High School diploma or equivalent required.
• Basic courses in business/secretarial fields.
• Good working knowledge of general office procedures.

Responsibilities

• Serve as first contact for clients and visitors.
• Complete client intakes and set up ESR records.
• Collect payments and set up fees and agreements.
• Maintain staff schedules and send reminders.
• Process daily deposits and money controls per policy.
• Track insurance authorizations and extensions as needed.
• Verify insurance information and resolve billing errors.
• Maintain ESR records and run reports.
• Scan documents and manage file storage/destruction.
• Fulfill external record requests.
• Answer calls, direct inquiries, and process mail.
• Maintain office supplies; coordinate IT needs.
• Provide general clerical support (mailing, copying, etc.).
• Ensure compliance with agency policies.
• Participate in orientation and training of new staff.
• Support satellite offices as requested.

Skills

Client services

Administrative support

Attention to detail

Financial/payer processing

Education

High School diploma or equivalent

Business/secretarial courses

Tools

ESR system

Billing processing tools

Job description

Description

Are you highly organized, detail-oriented, and passionate about supporting a team that makes a difference?

We’re seeking a full-time Administrative Support Specialist – Outpatient to join our team in Calais, Maine, and help ensure the smooth and efficient operation of our outpatient services.

Position Summary

The Administrative Support Specialist plays a vital role in providing administrative assistance to clinical staff and supporting daily operations within the outpatient office. This position works closely with interdisciplinary teams, maintains a patient-centered approach, and contributes to a positive, supportive environment for clients and staff alike.

Key Responsibilities

Client Services

• Serve as the first point of contact for clients and visitors.
  
• Complete administrative components of client intakes and set up Electronic Service Records (ESR).
  
• Collect and process payments; establish client fees and payment agreements.
  
• Maintain staff schedules and send appointment reminders.
  

Billing & Financial Management

• Process daily deposits and maintain money controls per agency policy.
  
• Track insurance authorizations and submit extension requests as needed.
  
• Verify insurance information and assist in resolving billing errors.
  

Case Record Management

• Maintain and update ESR administrative components, including client programs, statuses, and guarantors.
  
• Run reports, scan external documents, and manage paper file storage and destruction per retention guidelines.
  
• Fulfill record requests from external entities.
  

General Administrative Support

• Answer and direct phone calls; process mail and inter-office communications.
  
• Maintain inventory of office supplies and coordinate with IT for technical needs.
  
• Provide general clerical support, including mailing, scanning, faxing, and copying.
  
• Ensure compliance with agency policies and procedures.
  

Additional Duties

• Participate in the orientation and training of new staff.
  
• Provide support to staff in satellite offices as requested.

Why Join Us?

• Supportive and collaborative team environment
• Full Benefits Package
  • Health
  • Dental
  • Vision
  • Life
  • 403b Retirement (with match)
  • Pet Insurance
  • Employee Assistance Programs
  • Tuition Reimbursement
  • Supplemental Insurance and more
• Flexible work schedule
• Opportunities for ongoing professional growth
• A warm, welcoming practice dedicated to client well-being

AMHC is an equal opportunity employer.

Requirements

• This position required a High School diploma or equivalent.
• Basic courses in business/secretarial areas.
• Good-to-excellent working knowledge of general office procedures to maintain efficient support services.