Administrative Specialist / Clinic Receptionist

Advocates • Framingham, MA

69d • $20 - $22

About The Position

The Administrative Specialist creates a customer-friendly clinic environment by greeting visitors, managing phone requests, and keeping waiting rooms clean and welcoming. The role helps clinic business functions run smoothly and efficiently, including scheduling and appointment reminders. It also provides clerical and administrative support to clinical staff and supports clinic operations such as insurance verification, co-payment collection, and medical-record management.

The schedule is four weekdays of eight hours each, within the hours of 8 a.m. to 8 p.m., plus one weekend day. Days will be discussed. Advocates is a nonprofit, mission-driven organization providing comprehensive services for people facing developmental, mental health, or other life challenges. Its person-centered approach emphasizes respect, compassion, inclusion, independence, and meaningful lives.

Requirements

• High school diploma, GED, or equivalent degree.
• Valid driver's license and access to an operational, insured vehicle.
• Excellent written and verbal communication skills.
• Excellent customer service and communication skills.
• Comprehensive computer knowledge.

Nice To Haves

• Bilingual or trilingual ability in Portuguese and/or Spanish; bilingual candidates are encouraged to apply.
• Psychology and social work students are strongly encouraged to apply.
• 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-payments.
• Respond to and direct telephone and email inquiries promptly.
• Schedule ongoing and intake appointments for therapists in collaboration with the Intake Director.
• Manage filing systems and store medical records in compliance with clinic regulations.
• Create charts for therapists and ensure forms are filed appropriately.
• Provide clerical and administrative support to clinical staff.
• Keep waiting rooms clean, organized, and maintained.
• Contact the appropriate department or personnel in emergencies.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED