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Position Summary
The Per Diem Administrative Support Specialist provides front-desk and administrative services in a team-based clinic environment. This role supports daily operations across two clinic locations, ensuring efficient workflow, excellent customer service, accurate records management, and timely completion of administrative tasks. Flexibility, collaboration, and reliability are essential to success in this position.
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This is a per diem position providing as-needed support, Monday through Friday between 8:30 a.m. and 4:30 p.m.
Essential Duties and Responsibilities
The Administrative Support Specialist is accountable and responsible for the following results:
- Work collaboratively as part of a shared administrative support team across two clinics, providing cross-coverage to ensure all daily tasks are completed by end of day.
- Support a team-based administrative model that promotes flexibility, back-up coverage, and coordinated planning for assigned programs.
- Greet clients and visitors professionally, manage check-in procedures, document attendance, update client information, and notify staff as required.
- Maintain an organized, respectful, and welcoming waiting room environment that ensures client comfort and confidentiality.
- Schedule physician and clinician appointments, manage cancellations, and proactively backfill open appointment slots.
- Prepare memos, correspondence, forms, releases of information, transportation documentation, and maintain assigned databases.
- Maintain accurate and up-to-date paper and electronic filing systems in compliance with organizational and confidentiality standards.
- Collect and copy insurance cards and other client documentation; collect and log co-pays and rent checks as required.
- Complete daily appointment reminder calls using automated tools or manual outreach depending on site needs.
- Manage incoming and outgoing mail and packages for the clinic and/or agency.
- Respond promptly to internal and external requests for client information and formal record requests in accordance with policy and regulations.
- Assist with ordering and maintaining adequate front desk and medical supplies.
- Perform chart maintenance, including opening, closing, indexing, dividing, and archiving client records according to established protocols.
- Attend required trainings, workshops, and professional development activities to support accreditation, licensing, and performance expectations.
- Maintain regular, reliable attendance as an essential function of the role.
- Perform other duties as assigned.