Administrative Support Specialist II (Temporary)
On-siteMadras, Oregon, United States
Job Summary
Manage the front office as the first point of contact for clients, answering multi-line phones, taking messages, and resolving lower-level issues while referring complex matters to higher-level staff. Process incoming referrals by gathering information, entering data into the EMR, scheduling appointments, and coordinating with external specialists. Maintain client files by verifying data accuracy, running reports for billing, scanning records into the EHR, and managing the office filing system. Oversee administrative functions including collecting payments, verifying insurance, obtaining consent forms, and managing procurement of supplies and vendor coordination. Train new staff on front-office procedures, document process changes, and organize team schedules across EMR, Outlook, and Teams platforms. Conduct safety inspections, ensure office cleanliness, and communicate with contracted vendors regarding facility needs.
Required Qualifications
- Assoc. degree or college-level business courses
- 2 years' solid business/office experience
- HSD (or equivalent)
- 4 years' solid business/office experience
- Must maintain a valid Oregon Driver License
- Ability to obtain a driver's license upon hire
- Must be insurable under the organization's auto liability coverage policy
- Minimum 21 years of age
- No Type A violations in the past 3 years
- Three (3) or more Type B violations
- Reliable vehicle with adequate insurance
- Must have demonstrated competency or ability to attain competency for Strong proficiency in MS Office 365 (Word, Excel, Outlook)
- Must have demonstrated competency or ability to attain competency for EMR system
- Must have demonstrated competency or ability to attain competency for MOTS
- Must have demonstrated competency or ability to attain competency for virtual meeting platforms
- Must have demonstrated competency or ability to attain competency for internet
- Must have demonstrated competency or ability to attain competency for ability to learn new or updated software
- Must have demonstrated competency or ability to attain competency for Proficiency with report-writing techniques
- Must have demonstrated competency or ability to attain competency for strong understanding of basic accounting practices and recordkeeping
- Must have demonstrated competency or ability to attain competency for Ability to understand and follow BestCare's accounting and recordkeeping practices
- Must have demonstrated competency or ability to attain competency for Excellent interpersonal and customer service skills
- Must have demonstrated competency or ability to attain competency for Ability to show compassion towards individuals with mental health and substance abuse disorders within a culturally diverse community
- Must have demonstrated competency or ability to attain competency for Excellent communication skills (oral and written) with an emphasis on grammar and punctuation
- Must have demonstrated competency or ability to attain competency for Excellent organizational skills and attention to detail, accuracy, and follow-through
- Must have demonstrated competency or ability to attain competency for Strong time management skills with a proven ability to meet deadlines
- Must have demonstrated competency or ability to attain competency for Critical thinking skills
- Must have demonstrated competency or ability to attain competency for Ability to maintain strict confidence as required by HIPAA, 42 CFR, and Federal and State regulations
- Must have demonstrated competency or ability to attain competency for Ability to work effectively and respectfully in a diverse, multi-cultural environment
- Must have demonstrated competency or ability to attain competency for Ability to manage a multi-line phone professionally and efficiently, and take accurate phone messages to route timely to the appropriate person
- Must have demonstrated competency or ability to attain competency for Ability to work independently as well as participating as a positive, collaborative team member
- Must have demonstrated competency or ability to attain competency for Ability to build and maintain trust and positive relationships with co-workers and other staff or community partners
- Must have demonstrated competency or ability to attain competency for Ability to function well and use good judgment in a high-paced and at times stressful environment
- Must have demonstrated competency or ability to attain competency for Ability to manage conflict resolution and anger/fear/hostility/violence of others appropriately and effectively
Desired Qualifications
- Experience in a healthcare setting
- Experience with multi-line phone system
- Bilingual in English/Spanish
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