Administrative Specialist

Administrative Specialist

Department: Administrative                                                                       Job Status: Full-time 

FLSA Status: Non-Exempt                                                                     Reports to:  Administrative Support Manager

Amount of Travel Required: Minimal                                                    Job Type: Administrative

Positions Supervised: None                                                                 Work Schedule: Monday - Friday

Position Summary: The Administrative Specialist will primarily be responsible to complete the needed tasks at the receptionist, admission, medical records, operator, crisis coordinator and transcriptionist stations.  This includes managing the areas of responsibility in a professional manner in matters of customer service.  Determining need, meeting that need, and if appropriate, direct clients and visitors to the appropriate staff. 


  • All duties described in the Receptionist, Admission Coordinator, Medical Records, Data Entry, Scanning and Operator job descriptions.
  • Open/close the building and front office area for business.
  • Answer and direct in-coming calls, including working voice mail.
  • Check in clients and family members for appointments.
  • Request amount due for services and maintain cash box.
  • Centralized Scheduling and maintaining Clinical schedules.
  • Obtain demographic information and follow proper procedure of updating this information in the EMR.
  • CBCL scoring in the EMR.
  • Produce DNA letters.
  • Mailings or other support services as requested.
  • Maintain appropriate channels of communication with Agency staff.
  • Data entry of attendant care notes, Sub-contracting notes, KHS registration, Learning Disorder documents and all other documentation as assigned.
  • Support and coverage of word processing positions.
  • Process Transcription for Psychiatry staff.
  • Process Progress Notes for Attendant Care.
  • Process any staff accommodation notes for staff.
  • Process Learning and Development notes.
  • Receive initial requests for services and determine appropriateness.
  • Coordinate access to services, including insurance benefit checks and other financial processes.
  • Admission scheduling and efficient documentation.
  • Meet with the client and family for registration process.
  • Set up Payors correctly.
  • Complete Admission data entry into Clients EMR; demographics, insurance, payors, etc.
  • Monitor contact screens by Provider report for pending admissions and follow-up.
  • Receive internal and external requests for crisis services.
  • Scheduling and efficient documentation.
  • Maintain appropriate channels of communication with Agency staff.
  • May perform other duties as assigned by the Crisis Outpatient Manager or designee.
  • Coordinates with FSGC staff to ensure proper procedures are being followed with regard to the request for information and releases of information.
  • Insures that the proper medical record procedures are being followed and logged.
  • Responsible for maintenance and security of the Clinical Session videos.
  • Locate records which have been checked out or are missing by maintaining the check-out log.
  • Responsible for the security and safety of charts.
  • Answer and direct in-coming calls within standard goals.
  • Assemble Admission Packets  and Training Manuals.
  • Process Rights & Responsibility mailings.
  • In a timely manner, receive, sort, and scan documents into the EMR.
  • Sort incoming documents for scanning properly.
  • Purging of charts when necessary.
  • Comply with Family Service and Guidance Center policies and procedures; take appropriate action to correct any obvious unsafe conditions.
  • Required to maintain confidential material.
  • Some travel between office locations may be required.



  • High School graduate or GED equivalency.
  • Must successfully pass the KBI, SRS Central Registry and all other background investigations.
  • A valid driver's license, a good driving record, current auto insurance and reliable transportation maybe required.


  • Proficiency in using computers and Microsoft Office Products is desirable.


  • Must have outstanding human relations skills.
  • Must have exceptional verbal and written communication skills and have the ability to work with all professional levels of employment.
  • Must be able to demonstrate flexibility, along with good organizational and time management skills.
  • Dependability and demonstrated ability to assume responsibility with minimal supervision is essential.
  • Required to maintain confidential material.
  • Travel between office locations may be required.


N (Not Applicable)  Activity is not applicable to this position.

O (Occasionally)  Position requires this activity up to 33% of the time (0-2.5 hrs/day)

F (Frequently)  Position requires this activity from 33% - 66% of the time (2.5-5.5 hrs/day)

C (Constantly)  Position requires this activity more than 66% of the time (5.5 hrs/day)

Physical Demands                                      Lift/Carry

Stand (F)                                                   10 lbs. or less (F) 

Walk (F)                                                    11-20 lbs.  (O) 

Sit (F)                                                        21-50 lbs.  (O) 

Manually Manipulate (O)                           51-100 lbs.  (O) 

Reach Outward (O)                                   Over 100 lbs.  (O) 

Reach Above Shoulder (O) 

Climb (N)                                                       Push/Pull

Crawl (N)                                                  12 lbs. or less (F) 

Squat or Kneel (O)                                   26-40 lbs. (O) 

 Bend (F)                                                  41-100 lbs. (N)

Other Physical Demands:


  • Minimal risk of exposure to aggressive and/or acting out (verbal and physical) children and youth.
  • Position requires long periods of sitting, continual use of the keyboard and personal computer and/or speaking on the telephone.
  • Ability to perform duties as required in a fast-paced office environment. 

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.