Office Administrator - North Carolina Solutions

North Carolina Solutions; Wilmington (NC); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Competitive pay

Comprehensive benefits

PTO + 9 holidays

Retirement plan options

Tuition reimbursement + CEUs

Clinical supervision

Wellness & employee assistance

Job summary

North Carolina Solutions is seeking an experienced Office Administrator to act as a critical operational partner to the Executive Director, Program Director, and Clinical Director. You will manage client services, billing, authorizations, staffing, QA, HR, and day-to-day operations to keep the clinic running smoothly.

This role requires strong administrative skills, confidentiality, and the ability to multitask in a fast-paced environment.

Qualifications

• High school diploma or GED.
• Strong administrative and organizational skills.
• Excellent communication and customer service skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Maintain confidentiality and handle sensitive information professionally.
• Typing speed of at least 40 words per minute.
• Bilingual in English and Spanish.

Responsibilities

• Manages new referrals and client intake to discharge.
• Verifies insurance and schedules with providers; coordinates authorization status.
• Oversees billing codes and interacts with Health Information Systems.
• Supports HR, QA, and compliance activities as needed.
• Assists IT and operations to ensure smooth daily functions.

Skills

Administrative skills

Communication skills

Typing 40 wpm

Customer service

Multitasking

Bilingual English/Spanish

Education

High school diploma or GED

Tools

Kronos timekeeping

HIS/EHR systems

Billing software

Job description

We are looking for an experienced Office Administrator who thrives in a fast-paced environment, enjoys solving problems, and understands that great administrative support is a critical part of great client care.This is more than a traditional front-office position. As the Office Administrator, you will serve as a key operational partner to the Executive Director, Program Director, and Clinical Director, helping keep the clinic running smoothly across client services, billing, authorizations, staffing, quality assurance, HR, technology, and day-to-day operations.You will be someone leadership can rely on to notice what needs to be done, take ownership, and jump in wherever support is needed.Why Choose North Carolina Solutions?We offer:Competitive payComprehensive benefits (health, dental, vision, Telehealth)Paid time off + 9 holidaysRetirement plan optionsTuition reimbursement + free CEUsClinical supervisionWellness & employee assistance programsMileage reimbursement for work related travelPublic Service Loan Forgiveness (PSLF) - eligible employerEssential Functions:Administrative Tasks of Client Services:Manages new referral for potential clients.Manages all aspects and details of patient services from intake through dischargeVerifies insuranceSchedules with appropriate providerOversees and advises on authorization status coordinating care with outside providers, as needed.Quality Assurance:Serves as support to all Quality Assurance Activities as needed by QA team members or as indicated by this staff position.Administers internal satisfaction surveys.Responsible for audits and QA monitoring from referring agencies.Avatar Duties:Inputs daily schedules of both clients and staff.Coordinates with lead clinic staff on duty regarding client and staff scheduling issues.Inputs correct billing codes.Interacts with Medical Records (Health Information Systems [HIS]) to assure use of proper and updated reimbursement authorization forms and protocols as dictated by payer source and corporate office.Assumes lead role in new employee processing from intake to orientation.Serves as support to HIS and clinical staff in assuring staff activities are properly authenticated prior to billing.Interacts with corporate HR to assure local personnel file content compliance under the direction of the Executive Director.Manages all aspects and details of internal reports on billing status.Maintains oversight of building needs, EOC, and company vehicle.Coordinates and oversees petty cash, local account utilization, supply requisitions, and other office expenditures.Monitors production based employee time and activity record. Analyzes and corrects Kronos time entry for staff.Serves as integral support for basic IT activity and performance.Fosters collaborative working relationships among members of the leadership and management teams and programs.Other duties as assignedEducation, Experience, and Skills:Required:High school diploma or GED.Strong administrative and organizational skills.Excellent communication and customer service skills.Ability to manage multiple priorities in a fast-paced environment.Ability to maintain confidentiality and handle sensitive information professionally.Typing speed of at least 40 words per minute.Positive, respectful, and professional approach with clients, families, staff, and visitors.Preferred:Previous experience in healthcare, behavioral health, mental health, ABA, or a related setting.Experience with insurance verification, authorizations, medical billing, or payer requirements.Experience with electronic health records or healthcare information systems.Experience supporting HR, payroll, quality assurance, or compliance functions.Knowledge of ABA services and ABA billing.Bilingual in English and Spanish.