ADMINISTRATIVE ASSISTANT at Apis Services Inc

Trenton, New Jersey, United States -

Full Time

Start Date

Immediate

Expiry Date

05 Sep, 26

Salary

20.0

Posted On

07 Jun, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Administrative Support, Billing Processing, Scheduling, Data Entry, Financial Record Keeping, Reporting, Compliance Monitoring, MS Office, Interpersonal Skills, Multitasking, Problem Solving, Confidentiality, Written Communication, Verbal Communication, Organization

Industry

Non-profit Organizations

Description

Job Title: Administrative Specialist Location: Toms River, NJ Schedule: Full-Time, Monday–Thursday, 11:00 AM – 9:00 PM Pay: $20.00/h F L S A : Non-Exempt ---------------------------------------- JOB SUMMARY The Administrative Specialist is responsible for providing comprehensive administrative and clerical support to ensure the efficient operation of the organization. This role serves as the first point of contact for clients and is essential in maintaining a professional, organized, and customer-focused environment. The Administrative Specialist manages incoming communications, supports intake procedures, assists with billing processes, and ensures accurate documentation and reporting across departments. ---------------------------------------- KEY RESPONSIBILITIES Customer Service & Communication * Answer and direct incoming telephone calls in a professional and courteous manner * Provide exceptional customer service to clients, staff, and external partners * Address client inquiries and handle complaints effectively Administrative Support * Coordinate intake procedures and maintain smooth patient flow * Schedule appointments, including intakes and prescriber visits * Maintain and organize service summary documentation for billing purposes * Ensure all client information and documentation are accurately recorded in the EHR system Billing & Financial Processing * Assist with third-party billing processes and submission of billables * Collect and manage client payment information * Reconcile payments, including cash, money orders, and credit card transactions * Prepare deposits and maintain accurate financial records Reporting & Coordination * Prepare and distribute weekly reports with accuracy and timeliness * Compile and manage weekly departmental schedules * Support leadership with special projects and administrative tasks Compliance & Data Management * Monitor UDS (urine drug screen) collection processes for accuracy * Document and communicate test results to appropriate staff and clients * Ensure compliance with organizational policies and procedures ---------------------------------------- QUALIFICATIONS Required * High school diploma or equivalent * Strong organizational, multitasking, and problem-solving skills * Excellent verbal and written communication abilities Preferred * Prior administrative or office experience * Familiarity with billing processes or healthcare environments ---------------------------------------- SKILLS & COMPETENCIES * Customer service and interpersonal skills * Attention to detail and accuracy * Ability to handle confidential information with discretion * Proficiency in basic computer applications (e.g., MS Office) * Ability to adapt to changing priorities and work collaboratively within a team ---------------------------------------- WORK ENVIRONMENT This position operates in a professional healthcare setting supporting individuals receiving substance use disorder and behavioral health services. The role requires a high level of professionalism, empathy, and the ability to manage sensitive situations effectively. ---------------------------------------- EQUAL OPPORTUNITY EMPLOYER STATEMENT Apis Services, Inc. (a wholly owned subsidiary of Inperium, Inc.) provides a progressive platform for delivering Shared Services to Inperium and its Constellation of affiliate companies. Apis Services provides equal employment opportunities for all employees and applicants for employment in compliance with all federal and all applicable state and local laws and regulations, including nondiscrimination in hiring and employment. All employment decisions are made without regard to race, color, religion, gender, national origin, ancestry, age, sexual orientation, gender identity and expression, disability, genetic information, marital status, pregnancy/childbirth, veteran status or any other basis protected by law. This policy of non-discrimination and equal employment opportunities extends to every phase and aspect of hiring and employment.

Responsibilities

The Administrative Specialist provides comprehensive clerical support, serving as the first point of contact for clients and managing intake procedures. Key duties include handling billing, scheduling appointments, and maintaining accurate documentation within the EHR system.