What are the responsibilities and job description for the Administrative Specialist position at Grant County, WA?
Salary
$50,523.20 - $59,467.20 Annually
Location
Renew - Moses Lake, WA
Job Type
Full Time Regular
Job Number
HR -01095
Department
RENEW
Division
RW ADMINISTRATIVE STAFF
Opening Date
09/16/2025
Closing Date
9/21/2025 11:59 PM Pacific
FLSA
Non-Exempt
Bargaining Unit
NA
Position Summary
The Administrative Specialist is responsible for greeting individuals and answering phone calls and routing both to the appropriate staff while accurately completing all necessary documentation and adhering to strict confidentiality and HIPAA laws.
DISTINGUISHING CHARACTERISTICS:
Renew is a behavioral health program providing outpatient services for individuals. Renew provides individual and/or group treatment services to individuals with emotional, behavioral and other mental disorders, substance use disorders, prevention and recovery and medication management. The Administrative Specialist is required to know and understand the separate regulations that govern these three different County programs in order to complete the proper paperwork, follow the correct disclosure laws, and ensure efficient assistance to Grant County citizens. The days of work for this position will be generally Monday through Friday; hours will be determined to meet agency needs and set by management.
Essential Duties and Responsibilities
The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position. Duties and responsibilities may vary based on assigned work station. Employee must comply with all County, Agency and Department policies, procedures, WAC’s, or other regulatory bodies.
- Maintains efficient operations of the administrative services for assigned Renew location, including assurance of positive customer relations and interactions, and assisting staff as appropriate within the scope of duties.
- Opens and closes office daily, following agency procedures.
- Updates voicemail system as needed, keeping callers updated on office closures, etc.
- Greets individuals in a professional manner and ensures linkage to appropriate services or staff, following department procedures.
- Answers and screens telephone calls, routing and tracking calls until caller reaches the desired party or a message is left/taken.
- Schedules appointments for clients and clinicians, using the appropriate department electronic scheduling system.
- Coordinates and assures that all newly admitted individuals complete the appropriate testing forms, psychosocial history, and any additional admitting paperwork, reviewing all paperwork for completeness and accuracy and route necessary documents and copies as appropriate for whichever program the individual is entering. Updates demographic, financial and payment information in an accurate and time sensitive manner using the appropriate software system; completes data entry of various documents into various databases as assigned.
- As needed, coordinates with clinicians for the use of the Tele-health equipment.
- Request records from agencies as needed.
- Maintains cash drawers following the established processes. This includes balancing cash to deposits and maintaining adequate change in the cash drawer.
- Enter client insurance information and payments in an accurate and timely manner into Agency software program and obtain copies of their insurance cards.
- Places phone calls to verify insurance, obtains benefits and receives pre-authorization for services.
- Transports, retrieves, processes and routes incoming mail, faxes, and other documents.
- Assists with entering individual financial information into computer system. Verify Medicaid, and other medical insurances in the Agency database following specific guidelines in the system.
- Maintains County vehicle keys and gas credit cards, and coordinates with facility staff for vehicle maintenance.
- Travels to various Renew offices and provides administrative duties in all of them as the agency designates to ensure continual customer services and staff support.
- Performs light janitorial duties, as needed.
- Provide interpreter services, in Spanish, as needed, including interpreting clinical appointments.
- Actively participates in training and other meetings, whether in or out of office, as requested.
Education, Experience, and Licensing
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Any combination of education and experience may be substituted as long as it provides the desired skills, knowledge and abilities to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required- High School Diploma/GED.
- One year of related experience and/or training.
- Excellent customer relations skills.
- Demonstrated skill and/or experience of working in a high stress work environment.
- Strong written and spoken communication skills.
- Strong attention to detail and accuracy.
- Strong personal computer operations skills including Microsoft Office.
- Valid Washington State Driver’s License: Must have a safe reliable vehicle with proof of automobile insurance.
- Background Check: Must have an acceptable background report, at time of hire and every three years afterward; and
- Driving Abstract: Must have an acceptable driving report.
- Bilingual/Bicultural – Spanish.
- Previous experience in behavioral health or medical office.
- Experience with centralized scheduling computer software; or
- Knowledge of County and Agency policies and procedures.
***A complete application should include a cover letter, current resume and professional references in order to be considered.***
Physical Abilities and Working Conditions
Physical Abilities: Physical abilities are primarily those required of an office or administrative position: the ability to walk, sit, write, hear, and speak; operation of office equipment, including, but not limited to phone, copy machine, fax machine, computer; typing on keyboard. Specific vision abilities required by this job include close and distance vision, peripheral, depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Although not the primary focus of this position, Renew facilities provide clinical services so all positions may be exposed to potentially verbally and physically aggressive individuals and/or environments, as well as exposure to blood, body fluids or tissues
Working Conditions: Work is primarily performed in an office setting but may include any of the Renew offices as well as various work locations, including schools, jails, client’s homes, or community locations. Because of the variance of location, the employee may be exposed to varying temperature, odors or vapors, sub-sanitary environments (pets, second-hand smoke), and weather. This position requires travel to attend local, state and national meetings.
Salary : $50,523 - $59,467
