Part-Time Administrative Specialist

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: Part-Time Administrative Specialist 

Type: Part-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.

Responsibilities 

General: 

• Arrive on time 
• Track work hours using Nextep. Clock in upon arrival and clock out before leaving. Clock out for lunch and clock in upon return 
• Leave no earlier than 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 location of office supplies and operation of copier/scanner and postage machine 
• Help with special projects as needed 
• Follow procedures for opening and closing the office as needed 
• Complete required training by specified deadline and make up any missed training. 

Client Management: 

• Accurately schedule, reschedule, cancel and “no-show” appointments 
• Accurately schedule phone interviews and consults 
• Update client demography as needed 
• Accurately check in clients in TherapyAppointment 
• Scan in and upload documents to client charts. (e.g. - phone interviews, credit card authorization, income documentation) 
• Verify client demography and correct errors 
• Create reminders as needed on client accounts to keep front office staff notified of important scheduling and billing information 
• Understand how the client portal works and send clients their login information as needed 

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 
• Accurately record donations and payments that are mailed in. Record these items in the Daily Receipts spreadsheet 
• Mail checks and scan check stubs and documents into electronic files 
• Print and mail bills for counseling clients 
• 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 our “Join Our Team” page on our website

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