Administrative Support Specialist

JOB ASSIGNMENT: CSIU Outpatient Psychological Services

ORGANIZATIONAL RELATIONSHIP: The Administrative Support Specialist reports to the Clinical Director of Outpatient Psychological Services for all duties and responsibilities related to the outpatient clinic. In the Program Directors absence this position reports to the Director of Behavioral Health Support Services.

JOB DEFINITION: The Administrative Support Specialist provides comprehensive clerical data entry organizational and office support for outpatient psychological services including the CSIU Outpatient Psychological Clinic and satellite sites. This role ensures efficient operations through scheduling documentation management and coordination of client services while upholding confidentiality and professional standards. The position is a critical support function within multidisciplinary teams helping facilitate care delivery maintain compliance with mental health and special education requirements and serve as a welcoming first point of contact for families and stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative and Program Support

• Implement workflow systems to monitor clinician caseload capacity and assist in optimizing scheduling across multiple sites.
• Maintain student and client records including electronic and paper files in compliance with Federal Educational Rights and Privacy Act (FERPA) and also Health Insurance Portability and Accountability Act(HIPAA) where applicable.
• Perform word processing data entry typing copying and filing.
• Prepare reports correspondence and orders for materials supplies and equipment.
• Maintain record keeping of outpatient client reports and records.
• Maintain schedules and monitor procedural timelines and data requirements.
• Assist staff with behavioral health documentation.
• Answer phones greet visitors manage emails distribute messages and deliver mail.
• Monitor and maintain office equipment; schedule maintenance as necessary.
• Ensure all outpatient clinic documentation aligns with Pennsylvania OMHSAS (Office of Mental Health and Substance Abuse Services) and Medicaid billing standards.
• Distribute related program and clinic paperwork as needed.
• Arrange registrations and travel plans for program staff attending trainings and conferences.
• Support onboarding of new clinical staff and interns including coordinating workspace systems access and clinic protocols.
• Coordinate mental health evaluations and clinic appointments using electronic health record (EHR) systems where applicable.
• Coordinate scheduling and rescheduling of client sessions and school meetings in collaboration with clinicians and parents.
• Coordinate treatment plan meetings and prepare paperwork accordingly.
• Contact school districts and outside agencies to obtain required student/client paperwork and coordinate services.
• Participate in team meetings and trainings as assigned.
• Order pick up and deliver supplies as needed.
• Provide additional job-related clerical services as requested by supervisor staff.

Data/Information Management

• Track and support documentation compliance audits; proactively identify and resolve discrepancies that could delay reimbursement or affect compliance.
• Monitor providers credentialing paperwork documentation workflows and licensure verifications.
• Monitor clinic service metrics (e.g. appointment attendance cancellation rates) and contribute to monthly reporting.
• Assist with data collection and entry related to service delivery attendance billing and outcomes.
• Support data submissions required for state mental health reporting or third-party payors.
• Learn and use various types of technology and electronic systems (e.g. EHR Google Drive).

Liaison Services

• Serve as the first point-of-contact for families contacting the CSIU Outpatient Psychological Services Clinic providing professional and welcoming communication.
• Maintain and communicate accurate and timely billing and documentation requirements to families.
• Collaborate with CSIU facilities and IT staff to resolve clinic-related issues.
• Act as liaison for coordination of meetings.
• Support occasional events or community engagement activities as requested or required.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform other duties as assigned by immediate supervisor or designee.

EDUCATION EXPERIENCE AND SKILLS REQUIRED:

• Minimum requirements include either:
• Bachelors degree in business communications or a related field and at least five (5) years of increasingly responsible full time work experience in administrative support work in a healthcare or behavioral health setting (preferred); or
• Associates degree in business communications or a related field and eight (8) years of increasingly responsible full time work experience in administrative support work in a healthcare or behavioral health setting; or
• High School Diploma / equivalent General Education Diploma (GED) with minimum 13 years of increasingly responsible full time work experience in administrative support work in a healthcare or behavioral health setting.

• High proficiency using Microsoft Office Suite (Word Excel Outlook) Google Drive artificial intelligence (AI) and ability to learn EHR platforms.
• Excellent skills and experience with office procedures and using office equipment.
• Ability to keep up-to-date technically and apply new knowledge to your job. Includesadapting to and mastering new system applications and processes as implemented.
• Knowledge and highly developed skills in business best practices etiquette customer service and processes related to administrative duties.
• Analytical thinking including the ability to analyze and synthesize complex and sensitive data and information as well as ability to plan and coordinate complex tasks.
• Excellent organizational and time management skills to prioritize the task based on project deadlines. And must be able to type accurately and maintain a high level of productivity.
• Ability to work independently maintain a high-level of confidentiality and handle stressful or unpredictable situations.
• Strong interpersonal skills and comfort working with children and families in a behavioral health setting.
• Excellent verbal and written communications skills with the ability to communicate and work effectively with colleagues co-workers community agency personnel and students/trainees.
• Requires the ability to develop and maintain positive and collaborative relationships using tact and diplomacy and to remain calm in unpredictable situations.
• Adept at using virtual meeting platforms such as Skype Zoom and Microsoft Teams.
• Maintain confidentiality regarding education programs students and parents at all times adhering to the Federal Educational Rights and Privacy Act (FERPA) and also Health Insurance Portability and Accountability Act(HIPAA) requirements to protect participants data.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Current approved Act 34 (PA State Police) Act 151 (PA Child Abuse Registry) and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
• Current approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three (3) hours training every five (5) years.

PROFESSIONAL DEVELOPMENT REQUIREMENTS:

• Training in CPR and First Aid are required and subject to recertification.
• Attend all required meetings and trainings to maintain accurate and current knowledge and skill sets related to position.
• Attend relevant conferences trainings and in-services to maintain and enhance professional development as recommended by the immediate supervisor or required of the position.

PHYSICAL AND SITE REQUIREMENTS:

• Sedentary: Able to sit for extended periods of time occasional walking standing (as necessary) and able to lift and carry up to 25 pounds.
• Dexterity: Finger movements (computer keyboard calculator) eye-hand coordination (office equipment etc.).
• Audio-Visual Requirements: Within normal range with or without correction.
• Is able to move throughout all buildings floors and grounds.
• Worksite Environment: Primarily indoors-office setting with occasional exposure to outdoor elements/climate during the day.
• Mental demands: Steady response to unpredictable situations ability to remain calm and productive during stressful situations. Demonstrates independent judgment discretion and is able to manage multiple projects and deadlines.
• The ability to work in a constant state of alertness and safe manner.
• Ability to travel to various work site locations and meetings as needed.

TIME AND SITE REQUIREMENTS:

• This is a full time non-exempt position following a 260 day schedule 7.5 hours a day 37.5 hour per week. Additional working hours must be pre-approved by immediate supervisor.
• This is a 100% on-site work requirement and may require occasional early evenings for clinic needs.
• Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor.

CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:

1. All property including intellectual property materials equipment or actual products and services developed or accrued as part of the job duties and responsibilities listed above is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.
2. The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers programs and services and any other proprietary information accrued as a result of CSIU employment or as required by state or federal laws and regulations.
3. The person employed in this position must adhere to all requirements identified in the code of professionalism entitled Ambassadors Are Professionals Too and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.
   
   

The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform their supervisor and the director of Human Resources of the need for any accommodations that may be required.

Required Experience:

Unclear Seniority