Administrative Services Specialist II

The Administrative Services Specialist II supports program and client services by coordinating, scheduling, documentation, and communication to ensure smooth operations and a positive client experience. This role requires strong customer service and client-facing skills, attention to detail, and the ability to manage confidential information in a fast-paced environment. Responsibilities include performing a variety of administrative tasks such as filing, typing, copying, and scanning. The Specialist also responds to inquiries, resolves complaints, processes orders, manages accounts, and maintains accurate client records. This position works collaboratively with internal departments and external partners to address client needs, streamline processes, and enhance overall service delivery. Client needs may include ability to speak with and interpret for clients in a language other than English.

• Coordinates scheduling, documentation, and communication related to client services.
• Processes service requests, orders, and account updates in a timely and accurate manner.
• Maintains and updates client records, ensuring accuracy, confidentiality, and compliance with organizational standards.
• Prepares, reviews, and distributes reports, correspondence, and other documentation as needed.
• Serves as a point of contact for clients, providing guidance and support regarding available services.
• Escalates complex issues to appropriate staff and follows up to ensure resolution.
• Collaborates with clinical, operational, and administrative teams to address client needs and improve service delivery.
• Identifies process improvements and contributes to initiatives that enhance client satisfaction and operational efficiency.
• Performs other administrative and customer service duties as assigned.
• Speaks with and interprets for clients who may not speak or understand English.

• High School Diploma or GED and two (2) or more years of relevant experience, or equivalent combination of education and experience (two years of relevant experience equals one year of education) to include:
• Two (2) or more years of administrative, client services, or customer service experience required.
• Experience working with families, providers, and payers in a behavioral health or therapy setting.
• Proficiency in administrative software and electronic health records.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and familiarity with scheduling, data entry, and document formatting.
• Experience handling confidential information and working with diverse teams.
• Familiarity with filing systems, office equipment, and basic administrative workflows.
• Commitment to professionalism, customer service, and equity-centered practices.
• Experience working with families, providers, and payers in a behavioral health or therapy setting, and communicating in a language other than English to ensure client needs are met.
• Experience in a healthcare, nonprofit, or client-centered environment preferred.
• Knowledge of client record management and scheduling systems preferred.