Administrative Support Specialist - Caribou Outpatient

Aroostook Mental Health Services, Inc.•Caribou, ME

31m•Onsite

About The Position

AMHC is looking for an Administrative Support Specialist to play a vital role in supporting clinical staff and ensuring the smooth, organized delivery of outpatient services. This position serves as a key point of contact for clients and visitors, maintains administrative and billing records, and contributes to a welcoming, patient-centered environment. The Administrative Support Specialist works collaboratively with interdisciplinary teams and supports the overall efficiency of the outpatient office.

Requirements

This position requires a 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 primary point of contact for clients and visitors
Complete administrative components of client intakes and establish Electronic Service Records (ESR)
Collect payments at the time of service and establish client fees and payment plans as needed
Maintain staff schedules and conduct appointment reminder calls/texts
Process daily deposits, maintain petty cash (if applicable), and follow agency money controls
Track insurance authorizations and submit extension requests as needed
Verify insurance information and collaborate with the Claims & Reimbursement Team to resolve billing issues
Maintain and update administrative components of the Electronic Service Record
Run reports related to client administrative functions
Scan and manage external documentation within the ESR
Maintain, purge, and prepare paper files for secure destruction
Fulfill external record requests
Answer phones and route calls appropriately
Order and maintain office supplies
Coordinate with IT for equipment needs and troubleshooting
Process mail and inter-office correspondence
Provide clerical support including scanning, copying, faxing, and mailing
Ensure compliance with agency policies and procedures
Assist with staff orientation and training
Support satellite offices as requested
Perform other duties as assigned
Maintain confidentiality of client and organizational information
Work collaboratively as part of a team
Demonstrate punctuality and effective time management
Provide a welcoming and respectful environment for individuals seeking mental health, substance use, and community support services
Demonstrate flexibility to meet agency and client needs, including overtime when required
Effectively multitask and communicate with clients, staff, and the public in person and by phone