Administrative Specialist / Clinic Receptionist
About The Position
The Administrative Specialist creates a customer-friendly environment in which visitors to the clinic are greeted, phone requests are managed, and waiting room spaces are clean and welcoming. The Administrative Specialist ensures that the general business functions of the clinic, such as scheduling and appointment reminders, function smoothly and efficiently. At Advocates, we provide comprehensive services for people facing developmental, mental health, or other life challenges. We’re a nonprofit, mission-driven organization with a person-centered approach, empowering the individuals we support to make choices, build independence, and live full, meaningful lives. Our work is rooted in respect, compassion, and inclusion, and we envision a world where individual differences are appreciated and celebrated. At Advocates, we value the ideas, experiences, and contributions of employees and are committed to fostering a supportive, welcoming culture where everyone can grow and thrive.
Requirements
- Must have a high school diploma or equivalent degree.
- Must have valid driver’s license and access to auto.
- Excellent written and verbal communication.
- Excellent customer services and communication skills.
- Comprehensive computer knowledge.
- Must hold a valid driver's license and access to an operational and insured vehicle.
Nice To Haves
- Psychology and social work students are strongly encouraged to apply!
- Bilingual/Trilingual in Portuguese/Spanish preferred
- Bilingual candidates encouraged to apply!
- Strongly prefer a candidate that will have a demonstrated understanding of and competence in serving culturally diverse populations.
Responsibilities
- Greet clinic visitors in a helpful, friendly and approachable manner.
- Update contact information, verify insurance, and collect co-payment.
- Respond to and direct telephone and email inquiries promptly.
- Schedule ongoing and intake appointments for therapists in collaboration with the Intake Director.
- Manage filing system and storage of medical records in compliance with clinic regulations.
- Create charts for therapist and ensure forms are filed appropriately.
- Provide clerical and administrative support to clinical staff.
- Ensure that the waiting rooms are clean, organized and maintained.
- Contact appropriate department and/or personnel in cases of an emergency.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
