Administrative Support Specialist

Paylocity; Northern (KY); Hybrid; USD 32,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Dental

Vision

Life

403b retirement (with match)

Pet Insurance

Employee Assistance Programs

Tuition Reimbursement

EAP

Job summary

AMHC is seeking an Administrative Support Specialist – Outpatient to join our outpatient services team. This role provides essential administrative support to clinical staff and helps ensure smooth daily operations in a patient-centered environment.

You will handle client intakes, ESR records, billing tasks, scheduling, and general clerical duties while maintaining compliant processes and friendly client interactions.

Qualifications

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

Responsibilities

• Serve as the first point of contact for clients and visitors.
• Complete administrative components of client intakes and set up ESRs.
• Collect and process payments; establish client fees and payment agreements.
• Maintain staff schedules and send appointment reminders.
• Process daily deposits and maintain money controls.
• Track insurance authorizations and submit extension requests as needed.
• Verify insurance information and assist in resolving billing errors.
• Maintain ESR administrative components and client records.
• Run reports, manage file storage and destruction per retention guidelines.
• Answer and direct calls; process mail and inter-office communications.
• Provide general clerical support and coordinate IT for needs.
• Ensure compliance with agency policies.

Skills

Client services

Organizational skills

Communication

Billing support

Education

High School diploma or equivalent

Tools

Electronic Service Records (ESR)

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.