Lead NSO Administrative Specialist

Position Title: Lead NSO Administrative Specialist

FLSA Classification: Exempt

EEOC Classification: First/ Mid-Level manager

Location: Clinics

Position Type: Full Time

Reports to: Client Access Manager

Summary

Job Number:

As a Lead NSO Administrative Specialist, you will be responsible for providing leadership and guidance to the NSO Administrative Specialist and ensuring efficient and smooth operations. You will be expected to deliver exceptional customer service to clients and patients visiting NSO integrated clinics. You will need to demonstrate a deep understanding of NSO's programs and services while interacting with clients, patients, and clinic staff. Your duties will encompass processing documentation, addressing facility and equipment requirements, and assisting with various clerical tasks to enhance clinic efficiency. Achieving or surpassing key performance metrics related to productivity will be a critical aspect of your role. Successful candidates for this position should exhibit strong communication skills, exceptional time management abilities, and a talent for organizational tasks.

Responsibilities

• Provides individual supervision, evaluates staff performance,
• Manage co-pay payments and clients/patients account balances.
• Receive packages and process mail
• Prioritize and deliver messages and incoming requests to clinicians
• Manage meetings, room reservations, clinician office reservations, etc.
• Send appointment letters/ make reminder calls each day
• Scan/ label and upload documentation to electronic system.
• Distribute and document date signed copies of treatment plans are provided to clients/patients
• Process referrals, incident reports, medical records requests, and authorizations. Enter authorizations and follow-up with errors
• Perform other clerical duties such as filing, photocopying, transcribing and faxing
• Opening clinic building when assigned
• Courier between facilities
• Resolve facility issues (e.g. broken printers, copiers, etc.)
• Manage Check request and invoices
• Perform Petty Cash reconciliation
• Manage mileage for staff
• Run and analyze data reports, draft correspondence letters
• Provides additional training required to existing admin staff
• Other duties as assigned.
  
  

Leadership Skills

• Adept at inspiring, influencing, and enabling others to achieve goals.
• Promotes a harmonious work environment.
• Develops performance objectives for direct reports.
• Supervises staff which includes mentoring, coaching, training, and administering disciplinary actions as necessary in keeping with Human Resources policies and procedures.
• Delegates by allocating decision making and other responsibilities appropriately and effectively.
• Gives performance reviews on time and takes an active role in the development of subordinates.
  
  

Professional Skills

• Comply with and adhere to department and NSO policies and procedures.
• Excellent written and verbal communication skills
• Professional, courteous and prompt customer service, both in-person and over the phone
• Maintains technological skills necessary to perform data entry, manage team calendars/schedules, and create company reports and other documents as required
• Wiliness/ability to learn new software programs as needed.
• Multi-tasking and creative thinking/problem solving skills
• Keeps a safe and clean work area by complying with all NSO procedures, rules, and regulations.
• Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
• Adhere to established quality and performance improvement standards.
• Work effectively with others to accomplish goals/resolve problems.
• Organize work well and uses time effectively, including time-management techniques.
• Maintain consistent work attendance.
• Does not disrupt operations by being habitually tardy or absent; works as scheduled.
• Professionally represents NSO and promotes NSO mission and vision statements.
• Promote a harmonious work environment.
• Is open to new approaches and takes steps to increase knowledge, skills and abilities, both from within and outside NSO.
• Other duties as assigned
  
  

Candidate Requirements

• 1-year minimum experience in an administrative assistant, receptionist, client’s/patient/ patient facing or related role.
• 1 year of supervisory experience
• Proficiency in MS Office (Word, Excel, PowerPoint & Outlook)
• Ability to learn additional software
• Proficiency in general office equipment (PC, printer/fax/copier, telephony system)
• Proficiency in data entry, filing
• Experience in a multi-line phone/telephony system
• Valid Michigan Driver’s license/access to private transportation.
  
  

Neighborhood Service Organization is an equal opportunity employer and values diversity in its workforce. We encourage applications from all qualified individuals, including those with diverse backgrounds and those with disabilities.