Office Administrator

Necco; Fairmont (WV); On-site; USD 32,000 - 52,000; Full time

Job summary

Necco is seeking an Office Administrator to provide essential administrative and operational support for Community Behavioral Health programs. Responsibilities include maintaining staff and client records, ensuring system integrity, coordinating day-to-day office functions, and supporting compliance, quality service delivery, and a positive office environment.

The role emphasizes accurate documentation, training new staff, and maintaining confidentiality while coordinating communications across

Qualifications

• Minimum 21 years of age
• High School Diploma required; degree preferred
• Minimum 3 years of experience in office administration, data entry, or billing
• Valid driver’s license and state minimum auto insurance
• Ability to navigate software programs (Microsoft Office, Electronic Health Records, databases, dashboards)

Responsibilities

• Data Entry & System Management: Enter and maintain accurate information, generate reports, manage personnel files, upload documents.
• Management of Client Files: Track annual consents, enroll clients, monitor statuses, verify data, assist in assessments and discharge.
• Fiscal & Medicaid Service Support: Liaise with finance on billing concerns, collaborate to ensure accurate documentation.
• Office & Administrative Support: Provide customer service, coordinate communications, train new staff, maintain COA/compliance and office safety.
• Compliance & Quality Support: Conduct audits, report compliance, assist risk and safety teams for audits and site reviews.

Skills

Organizational skills

Tech literacy

Written communication

Verbal communication

Data entry

Education

High School Diploma

Bachelor's degree preferred

Tools

Microsoft Office

Electronic Health Records

Databases

Dashboards

Job description

Necco has an opportunity for a career as an Office Administrator. This role provides essential administrative and operational support to our Community Behavioral Health programs by maintaining accurate staff and client records, ensuring system integrity, and coordinating day-to-day office functions. The Office Administrator contributes to compliance, quality service delivery, and a positive office environment by supporting staff, managing documentation, and maintaining organized workflows.

You Should Be Accurately Described As

A happy warrior who thrives on leading from the front with strategic thinking. A solid communicator in search of decisions that deliver real results. A problem-solver, financial steward, and one who excels at collaboration. A passionate pragmatist about the company’s success, growth, efficiency, and program quality. A courageous mutant, agile and adaptable in the face of adversity.

The Candidate Selected Will Be Responsible For The Following

Data Entry & System Management

• Enter and maintain accurate information within all required databases
• Generate reports as needed and notify team members regarding missing or incomplete documentation
• Track and manage employee personnel files and complete required background checks
• Upload necessary documentation into the appropriate databases in a timely and accurate manner

Management of Client Files

• Track and ensure annual consents are obtained, completed correctly, and uploaded into the EHR
• Enroll clients into Behavioral Health programs upon completion of required intake components
• Monitor and update client statuses to reflect the most current information
• Verify accuracy of information entered into the EHR and support the discharge process
• Assist in tracking required assessments to ensure timely scheduling and completion

Fiscal & Medicaid Service Support

• Serve as a liaison to the finance team regarding office- and program-related billing concerns
• Collaborate with the Program Director, Administrative Specialists, Lead Clinician/Facilitator, HR, and other departments to ensure accurate documentation and communication

Office & Administrative Support

• Provide outstanding customer service to clients, visitors, and staff
• Coordinate internal and external communications including phone, fax, mail, and email
• Assist in training/orienting new employees to documentation procedures and office processes
• Help maintain office space to meet COA, State, and Federal standards, including safety and emergency preparedness
• Coordinate office supply needs and general administrative tasks at the direction of the supervisor
• Support offboarding tasks by gathering and processing required documentation
• Maintain confidentiality of all client and employee records
• Ensure staff caseloads remain accurate and up to date

Compliance & Quality Support

• Conduct ongoing site-based quantitative audits of charts in accordance with policy and procedure
• Report compliance status and documentation concerns to the Program Director as requested
• Assist the Risk & Safety team in preparing for audits, inspections, and site reviews (internal and external)
• Understand and execute Necco’s corporate culture principles and organizational strategy

Corporate Citizen

• Practice ruthless pragmatism
• Engage in peer-to-peer feedback
• Know and live the Necco Corporate Culture Principles
• Embody the three essential virtues: humble, hungry, and smart
• Drive your individual performance scorecard results
• Adhere to and contribute to the Necco meeting structure

Position Qualifications

• Minimum 21 years of age
• High School Diploma required; degree preferred
• Minimum 3 years of experience in office administration, data entry, or billing
• Valid driver’s license
• State minimum auto insurance coverage
• Excellent organizational, technological, written, and verbal communication skills
• Ability to navigate and utilize software programs (Microsoft Office, Electronic Health Records, databases, dashboards)
• Ability to enter accurate data in a timely manner
• Ability to meet both scheduled and unscheduled deadlines
• Successful completion of all required criminal background checks
• Willingness to travel and complete required training
• Ability to identify issues and discuss solutions with appropriate team members

At Necco, we value diversity and are committed to creating an inclusive and equitable work environment.

We embrace individuals of diverse backgrounds, experiences, and perspectives.

We believe that a diverse team fosters innovation and creativity, and we actively seek candidates from all races, ethnicities, religions, genders, sexual orientations, abilities, and ages to join our organization.