Administrative Specialist-Lebanon Outpatient

Position Summary: Performs a range of technical, administrative and clerical duties in support of the agency’s the department and/or manager(s) goals and objectives. 

Job Responsibilities:
     ☐ Administrative Support
           Provides support and handles administrative tasks for department
           including correspondence at an intermediate skill level (Microsoft, Outlook, Office Suite, etc.)   
     ☐ Billing /Financial
           Handles submission & processing the accurate and timely data entry
           basic to intermediate accounting duties, demonstrating understanding 
           of accounting fundamentals, principles and practices; may compile and summarize accounting 
           information, identifying inaccuracies or abnormalities and reporting them to management
     ☐ Scheduling
           Performs routine to advanced office duties including managing and coordinating calendars 
           for department, scheduling of clients and meetings with accuracy and in a timely manner
     ☐ Data Entry/Management
           Responsible for data entry and databases for department ensuring accuracy and integrity 
           of data entered; entering of client information into the appropriate system & 
           maintains databases
     ☐ Scanning /Copying /Filing
           Responsible for scanning and copying of correspondence as requested to 
           support department; completes filing of department and client correspondence routinely
           with accuracy and in a timely manner to reach funder and agency deadlines; ensures files
           and records are complete with all required documentation
     ☐ Audits
           Conducts audits of client/employee and/or customer files to ensure department is 
           in compliance with funder and agency requirements        
     ☐ Reporting
           Monitors, prepares & completes basic to intermediate reports and presentations in a 
           timely manner to meet reporting requirements
     ☐ Project Management
           Coordinates and manages intermediate level projects for department and 
           supports management in business activities; may perform special projects of a moderate 
           to advanced skill level
     ☐ Customer Service
          Ensures client, customer and department needs are being met through providing positive 
          and excellent customer service; responsible for answering phones, greeting visitors 
          and managing front desk on a routine basis; able to engage outside vendors

    ☐ Other Duties as Assigned

Required Knowledge, Skills and Abilities:

• Excellent written and verbal communication skills
• Strong customer service skills
• Intermediate computer skills; intermediate to advanced knowledge of complex formats and formulas, graphics, tables, computation, formatting and other applications in word processing and spreadsheets
• Adhere to acceptable professional/clinical boundaries and confidentiality 
• Intermediate administrative clerical skills (e.g. general office duties, reception and record keeping)
• Learning contract specifications
• Excellent English and grammar composition
• General organizational and analytical skills 
• Ability to multi-task
• Highly self-motivated and able to work proactively both independently and as a team

Job Requirements:

• Associate’s Degree in related area or equivalent experience
• 2 years’ experience in administrative support role

Essential Functions/Physical Demands:

• Positional: Driving in accordance with job duties assigned. Infrequent standing and walking. Constant sitting.
• Gross Mobility: Rare climbing, or crawling. Infrequent balancing, stooping, kneeling, or crouching. Frequent to constant reaching and handling.
• Sensory: Rare tasting/smelling. Infrequent use of color vision. Occasional use of far visual acuity, depth perception, and field of vision. Frequent use of near and midrange visual acuity, and visual accommodation. Frequent to constant talking. 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or on the basis of disability.