Administrative Services Specialist II

Pacific Clinics•West Covina, CA

About The Position

The Administrative Services Specialist II supports program and client services by coordinating scheduling, documentation, and communication to ensure smooth operations and a positive client experience. The role requires strong customer service and client-facing skills, attention to detail, and the ability to manage confidential information in a fast-paced environment. Duties include administrative tasks such as filing, typing, copying, and scanning; responding to inquiries; resolving complaints; processing orders; managing accounts; and maintaining accurate client records. The Specialist works collaboratively with internal departments and external partners to address client needs, streamline processes, and enhance service delivery. Client needs may include speaking with and interpreting for clients in a language other than English. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. The initial compensation range is $23 to $28.23 per hour, depending on experience, location, and internal equity considerations. Benefits eligibility begins on the first day, subject to eligibility requirements based on employment status.

Requirements

High school diploma or GED and at least two years of relevant experience, or an equivalent combination of education and experience; two years of relevant experience equals one year of education.
At least two years of administrative, client services, or customer service experience.
Experience working with families, providers, and payers in a behavioral health or therapy setting.
Proficiency in administrative software and electronic health records.
Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint; familiarity with scheduling, data entry, and document formatting.
Experience handling confidential information and working with diverse teams.
Familiarity with filing systems, office equipment, and basic administrative workflows.
Commitment to professionalism, customer service, and equity-centered practices.
Ability to communicate in a language other than English to help ensure client needs are met.
Strong client-facing and customer service orientation.
Excellent written and verbal communication skills.
Ability to handle confidential information with discretion.
High attention to detail and strong organizational skills.
Ability to manage multiple priorities in a fast-paced environment.
Problem-solving skills and ability to de-escalate client concerns.
Team collaboration and cross-departmental coordination.
Must complete a full background check and TB exam.

Nice To Haves

Experience in a healthcare, nonprofit, or client-centered environment.
Knowledge of client record management and scheduling systems.

Responsibilities

Coordinate scheduling, documentation, and communication related to client services.
Process service requests, orders, and account updates accurately and promptly.
Maintain and update client records, ensuring accuracy, confidentiality, and compliance with organizational standards.
Prepare, review, and distribute reports, correspondence, and other documentation as needed.
Serve as a point of contact for clients, providing guidance and support regarding available services.
Escalate complex issues to appropriate staff and follow up to ensure resolution.
Collaborate with clinical, operational, and administrative teams to address client needs and improve service delivery.
Identify process improvements and contribute to initiatives that enhance client satisfaction and operational efficiency.
Perform other administrative and customer service duties as assigned.
Speak with and interpret for clients who may not speak or understand English.
Perform administrative tasks such as filing, typing, copying, and scanning; respond to inquiries, resolve complaints, manage accounts, and maintain client records.