Administrative Support Specialist

Description

Are you highly organized, detail-oriented, and passionate about supporting a team that makes a difference? 

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.

Position Summary

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.

Key Responsibilities

Client Services

• 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.
   

Billing & Financial Management

• 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.
   

Case Record Management

• 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.
   

General Administrative Support

• 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.
   

Additional Duties

• Participate in the orientation and training of new staff.
   
• Provide support to staff in satellite offices as requested.

Why Join Us?

• Supportive and collaborative team environment
• Full Benefits Package
  • Health
  • Dental
  • Vision
  • Life
  • 403b Retirement (with match)
  • Pet Insurance
  • Employee Assistance Programs 
  • Tuition Reimbursement
  • Supplemental Insurance and more
• Flexible work schedule
• Opportunities for ongoing professional growth
• A warm, welcoming practice dedicated to client well-being

If you’re ready to bring your administrative skills to a team that values quality, compassion, and collaboration, we’d love to hear from you.

Requirements

• This position required 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.