Administrative Support Specialist

Aroostook Mental Health Services, Inc. • Caribou, ME

6d • $36,763 - $44,115 • Onsite

About The Position

The Administrative Support Specialist provides essential administrative support to clinical staff, helping ensure the smooth day-to-day operations of outpatient services. This role is highly collaborative and client-facing, requiring strong communication skills, organization, and a commitment to delivering a positive experience for all individuals served.

Requirements

• Strong organizational and multitasking skills
• Ability to work both independently and as part of a team
• Excellent communication and customer service skills
• Comfort working with confidential information
• Ability to interact professionally with clients, staff, and the public
• 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 portions of client intakes and set up electronic records
• Schedule appointments and send reminders
• Collect payments and establish payment agreements
• Maintain daily deposits and money controls
• Verify insurance and track authorizations
• Collaborate with billing teams to resolve discrepancies
• Maintain and update electronic service records (ESR)
• Scan and manage documentation
• Handle record requests and maintain file organization
• Answer phones and route calls appropriately
• Order and maintain office supplies
• Coordinate with IT for equipment and troubleshooting
• Process mail and provide clerical support (copying, scanning, faxing)
• Assist with staff onboarding and training
• Provide support to satellite offices as needed
• Act as a resource on policies and procedures

Benefits

• Be part of a mission-driven organization supporting mental health and community wellness
• Work in a collaborative, supportive environment
• Make a meaningful impact in the lives of others every day

What This Job Offers

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