Admin Supp Spec II - Bilingual

BestCare Treatment Services•Bend, OR

13h•Onsite

About The Position

The Administrative Support Specialist II provides welcoming, professional, and direct front-office support in assigned location(s), and assists office staff with guidance on administrative functions, business requests, and resources. This role may also mentor other front-office staff, resolve lower-level issues, and refer complex matters to higher-level staff. Essential functions include serving as the first point of contact for clients and families, managing a multi-line phone system, and handling referral management from internal and external parties, including data entry into EMR, initial client contact for scheduling, and coordinating with psychiatric care or outside specialists. The specialist creates and maintains client files, verifies data accuracy, runs reports for clinical staff, and organizes client appointments to ensure full schedules. They are responsible for data entry of clinician case reports for admittance and discharge, and provide comprehensive administrative support such as collecting payments, verifying insurance and demographic information, obtaining consent forms, maintaining attendance reports, scanning records into EHR, and preparing reports and correspondence. The role also involves managing procurement of program supplies/equipment, maintaining inventory, overseeing fiscal coordination (petty cash, deposits, client payments), and training new front office staff on processes. The specialist schedules and participates in team meetings, supports office operating needs, acts as a point of contact for contracted vendors, and manages team schedules across various platforms. They provide complex, confidential, and specialized clerical and administrative activities, including entering data into external platforms like MOTs, EAP, Health App organizations, and Problem Gambling. The position requires adherence to accounting and recordkeeping policies, accurate data entry into databases and EHR, conducting regular safety inspections, managing safety documentation, professional email communication, and ensuring the reception area and office are clean and presentable. Additionally, the role involves conducting special projects and other assigned duties. Organizational responsibilities include modeling BestCare’s mission, vision, and values, supporting equity and inclusion, aligning department goals with strategic initiatives, complying with policies and regulations (Code of Conduct, HIPAA, 42 CFR), maintaining professionalism and confidentiality, completing required training and certifications, and working collaboratively as a positive team member.

Requirements

Associate degree or college-level business courses + 2 years’ solid business/office experience OR High School Diploma (or equivalent) + 4 years’ solid business/office experience.
Must maintain a valid Oregon Driver License or ability to obtain one upon hire.
Must be insurable under the organization’s auto liability coverage policy (minimum 21 years of age and with no Type A violations in the past 3 years, or three (3) or more Type B violations).
Must have a reliable vehicle with adequate insurance to travel as needed.
Bilingual in English/Spanish.
Strong proficiency in MS Office 365 (Word, Excel, Outlook), EMR system, MOTS, virtual meeting platforms, internet, and ability to learn new or updated software.
Proficiency with report-writing techniques and strong understanding of basic accounting practices and recordkeeping.
Ability to understand and follow BestCare’s accounting and recordkeeping practices.
Excellent interpersonal and customer service skills and ability to apply these skills to engage with clients, family members, or community resources.
Ability to show compassion towards individuals with mental health and substance abuse disorders within a culturally diverse community.
Excellent communication skills (oral and written) with an emphasis on grammar and punctuation.
Excellent organizational skills and attention to detail, accuracy, and follow-through.
Strong time management skills with a proven ability to meet deadlines.
Critical thinking skills.
Ability to maintain strict confidence as required by HIPAA, 42 CFR, and Federal and State regulations.
Ability to work effectively and respectfully in a diverse, multi-cultural environment.
Ability to manage a multi-line phone professionally and efficiently, and take accurate phone messages to route timely to the appropriate person.
Ability to work independently as well as participating as a positive, collaborative team member.
Ability to build and maintain trust and positive relationships with co-workers and other staff or community partners.
Ability to function well and use good judgment in a high-paced and at times stressful environment.
Ability to manage conflict resolution and anger/fear/hostility/violence of others appropriately and effectively.

Nice To Haves

Experience in a healthcare setting
Experience with multi-line phone system

Responsibilities

Provide welcoming, professional, and direct front-office support and assist office staff with administrative functions, business requests, and resources.
Serve as a mentor to other front-office staff, help resolve lower-level issues, and refer matters to higher-level staff as appropriate.
Serve as the first point of contact for clients, family members, and others, providing a welcoming and professional demeanor.
Attend to appropriate requests of clients using exceptional customer service and client care.
Answer multi-line phone system efficiently and professionally, transfer calls, and take/deliver messages as needed.
Manage referrals, including processing incoming referrals, gathering information, completing data entry into EMR, making initial client contact for scheduling, and closing the loop with referring parties.
Manage the referral tracking system and coordinate referrals with psychiatric care and/or other outside specialists.
Create client files, verify accuracy and completeness of client data, and run reports for clinical staff for billing.
Organize and schedule client appointments for the team to ensure a fully booked schedule without double-bookings.
Manage data entry of clinician case reports into EMR for admittance and discharge.
Provide administrative support including collecting payments, verifying insurance pay sources, verifying demographic information, obtaining client consent forms and releases of information.
Maintain client attendance reports, scan client records into EHR system, and prepare and proof reports, notices, and correspondence.
Oversee and maintain office filing system and prescreen mail and faxes.
Manage procurement of program supplies/equipment, coordinating with approved BestCare vendors and Admin fiscal/operations staff.
Maintain supply inventory and order supplies/track expenses.
Oversee fiscal coordination with Finance, including management of petty cash, weekly deposits, and client payments.
Train new staff on Front Office processes/procedures, maintaining documentation on all process changes and improvements.
Schedule and participate in team meetings for administrative purposes, taking notes and coordinating projects.
Support office operating needs and changes with office space, and serve as the point of contact for approved contracted vendors (landlord, cleaning, landscape company).
Manage the program team’s schedule, including organization of schedule templates in EMR, Outlook, and Teams platforms.
Organize, manage, and communicate the schedule for community and internal meetings in the conference room.
Provide complex, confidential, and specialized clerical and administrative activities in support of the program.
Enter additional data for MOTs, EAP, Health App organizations, and Problem Gambling data into outside platforms.
Follow accounting and recordkeeping policies and practices in assigned program.
Create, maintain, and enter information accurately into databases and EHR system.
Conduct regular safety inspections and ensure all documentation logs are completed for safety equipment and PPE.
Answer and create professional emails daily, document outreach to clients, and document incoming referrals.
Ensure that the reception area and office are kept clean, sanitized, and presentable.
Conduct special projects as directed.
Model BestCare’s mission, vision, and values, promoting integrity, compassion, and collaboration.
Support the organization’s commitment to equity and inclusion, fostering an environment of open-mindedness, cultural awareness and respect for all individuals.
Align department goals with organizational strategic initiatives.
Comply with Code of Conduct, Business Ethics, Employee Handbook, and all relevant policies and OARs.
Maintain professionalism, confidentiality, and compliance with HIPAA, 42 CFR, and Oregon statutes.
Complete assigned training timely and satisfactorily, and attend other seminars, training, and educational opportunities to develop professional skills and abilities.
Ensure that any required certifications and/or licenses are kept current and renewed timely.
Work independently and collaboratively as a positive member of the BestCare team.
Perform other organizational duties as assigned.