Administrative Support Specialist

Aroostook Mental Health Services, Inc.•Calais, ME

3d•$36,763 - $44,115•Onsite

About The Position

We’re seeking a full-time Administrative Support Specialist – Outpatient to join our team in Calais, Maine, and help ensure the smooth and efficient operation of our outpatient services. The Administrative Support Specialist plays a vital role in providing administrative assistance to clinical staff and supporting daily operations within the outpatient office. This position works closely with interdisciplinary teams, maintains a patient-centered approach, and contributes to a positive, supportive environment for clients and staff alike.

Requirements

High School diploma or equivalent.
Basic courses in business/secretarial areas.
Good-to-excellent working knowledge of general office procedures to maintain efficient support services.

Responsibilities

Serve as the first point of contact for clients and visitors.
Complete administrative components of client intakes and set up Electronic Service Records (ESR).
Collect and process payments; establish client fees and payment agreements.
Maintain staff schedules and send appointment reminders.
Process daily deposits and maintain money controls per agency policy.
Track insurance authorizations and submit extension requests as needed.
Verify insurance information and assist in resolving billing errors.
Maintain and update ESR administrative components, including client programs, statuses, and guarantors.
Run reports, scan external documents, and manage paper file storage and destruction per retention guidelines.
Fulfill record requests from external entities.
Answer and direct phone calls; process mail and inter-office communications.
Maintain inventory of office supplies and coordinate with IT for technical needs.
Provide general clerical support, including mailing, scanning, faxing, and copying.
Ensure compliance with agency policies and procedures.
Participate in the orientation and training of new staff.
Provide support to staff in satellite offices as requested.