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Administrative Specialist

AGAPE - Nashville
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AGAPE Mission: To strengthen children and families with the healing love of Christ through counseling and social services. The successful candidate will be a member of a local body of Christ and live in agreement with the AGAPE Statement of Faith.

 

Job Title: Administrative Specialist

 

Type: Full-Time, On-site

 

Working Conditions: In-office position based in a professional office environment. This role requires regular interaction with clients, counselors, and staff and includes one evening shift each week with office coverage until 7:00 p.m.

 

Reports To: Office Manager

 

Physical Requirements: Ability to perform light physical activity, including occasional lifting and carrying of office supplies or packages and moving throughout the office as needed.

 

Position Summary: AGAPE is seeking an Administrative Specialist to support Clinical Services and the organization's business activities through a variety of administrative, client-facing, and financial responsibilities. This position offers potential growth opportunities into leadership for the right candidate.

 

Ideal Candidate: The ideal candidate is a dependable self-starter with strong organizational and communication skills who can manage multiple responsibilities while maintaining confidentiality and providing exceptional client service.

 

Responsibilities

General:

  • Arrive on time 
  • Leave no earlier than the designated time, unless approved by the Office Manager 
  • Be willing to fill in for front office staff during emergency situations 
  • Suggest front office process improvements as appropriate 
  • Maintain confidentiality and integrity and always comply with HIPAA guidelines 
  • Be familiar with the location of office supplies and operation of copier/scanner and postage machine 
  • Follow procedures for opening and closing the office as needed 
  • Complete required training by specified deadlines and make up any missed training. 

 

Client Management: 

  • Create a daily appointment list each evening to have a client list for the next day 
  • Accurately schedule, reschedule, cancel, and “no-show” appointments 
  • Accurately schedule phone interviews and consults 
  • Accurately check in and charge clients in TherapyAppointment 
  • Update client demography as needed 
  • Scan in and upload documents to client charts as needed 
  • Create reminders as needed on client accounts to keep front office staff notified of important scheduling and billing information 
  • Ensure each appointment has a billing line 
  • Understand how the client portal works and send clients their login information as needed 
  • Troubleshoot general issues with clients logging into their portal 
  • On Friday, prepare the Daily Appointment list for Saturday’s appointments.  Leave it and the Saturday money bag out for the counselors to use. Ensure all Saturday clients have door codes. Maintain door codes for client use. 
  • On the first business day after Saturday, process the Saturday appointments and charge session fees as needed 
  • Other Daily Tasks as needed 
     

Office Administration & Communication: 

  • Greet clients in a friendly manner and treat them with the love of Christ 
  • Answer phones, direct calls accordingly 
  • Take accurate messages and route to appropriate staff in a timely manner 
  • Communicate with office staff and counselors regarding issues that may arise that need the counselors’ attention 
  • Report any questions, concerns, issues, or suggestions regarding office procedures/activities to the Office Manager 

 

Financial & Mail Handling: 

  • Take accurate payments for session fees, late fees, and pre-payments 
  • Perform reconciliation for the previous day’s appointments and donations 
  • Accurately record donations and payments that are mailed in. Record these items in the Daily Receipts spreadsheet 
  • Update each of the following day’s appointments with the amount to be charged and to track fund visits. (Note in Client Alerts.) 
  • Reconcile the previous day’s payments with the report from TherapyAppointment.  
  • Send alerts to clients who have unpaid balances 
  • Collect payments from satellite offices 
  • Sort incoming mail and deliver to staff mailboxes 
  • Correctly process payments and donations 
  • Stamp outgoing mail in a timely manner and place in out tray 
  • Receive packages and inform Main Office, Social services or Morning Star as needed 

 

Qualifications: 

  • Active member of a local church and willingness to sign AGAPE's Statement of Faith.
  • High school diploma or equivalent required; relevant administrative experience preferred.
  • Experience in administrative support, client services, or office management.
  • Deep commitment to AGAPE's mission and values.
     

Skills & Attributes: 

  • Strong organizational and time management skills.
  • Excellent verbal and written communication skills.
  • Ability to maintain confidentiality and comply with HIPAA guidelines.
  • Attention to detail and accuracy when handling financial and client information.
  • Ability to work independently and collaboratively in a team environment.

 

Preferred Knowledge, Skills or Abilities: Experience with scheduling and billing software, client management systems, and general office technology is preferred.

How To Apply: "Apply Here" Link found on "Join our Team"  website page.

Employment Contingency: Employment is contingent upon successful completion of background checks and drug screening.