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.

Learn more about this Employer on their Career Site

ADMINISTRATIVE ASSISTANT