Administrative Support Specialist

Administrative Support Specialist Job Type :

• Full Time Schedule :  Monday-Friday, 8 : 30 AM - 5 : 00 PM Reports To : Director of Services Location : Hybrid / Primarily Remote Department : Operations Pay Range : $22.00-$29.00 / Hour    Position Overview The Administrative Support Specialist supports the daily operations of BrightPath’s 245D Division by providing high-level administrative, clerical, and data management support.
• This position ensures smooth coordination between program leadership, caregivers, clients, and external partners across multiple service lines including Community Residential Services (CRS), Child Family Residential Services (CFRS), Unit-Based Services (UBS), 24-Hour Emergency Assistance (EA), and Crisis Respite.
• The ideal candidate is highly organized, detail-oriented, and proactive—someone who enjoys creating order, maintaining accuracy, and helping teams stay compliant and efficient.
• Job Responsibilities Administrative & Clerical Support Provide direct administrative support to Division Directors and program leadership, including scheduling, documentation, and internal communications.
• Answer and route phone calls, emails, and client or staff inquiries in a professional and timely manner.
• Prepare agendas, take meeting minutes, and track follow-up actions for team meetings.
• Welcome visitors and staff in a professional, courteous manner and assist with general office operations.
• Maintain office organization, mail, and filing.
• New Hire Onboarding & Employee Systems Management Coordinate and assist with new employee onboarding in partnership with HR and program leadership.
• Set up and manage employee accounts across organizational platforms such as Divvy (expense management), CentrallyHR (HRIS), When I Work (scheduling), Therap (EMR), and other internal systems.
• Provide system access support, password resets, and account troubleshooting for new and existing staff.
• Prepare and distribute onboarding materials, track completion of new hire documentation, and schedule required trainings.
• Support staff with navigating administrative systems during their first weeks of employment.
• Documentation, Compliance & Audit Support In partnership with Quality Assurance (QA), conduct recurring reviews of client and employee documentation to ensure accuracy, completeness, and timeliness.
• Maintain organized and compliant records in accordance with DHS and 245D documentation standards.
• Audit data accuracy and attendance records to identify trends, gaps, or inconsistencies requiring corrective action.
• Assist with data entry and documentation updates to maintain compliance across all programs and systems.
• Support internal documentation audits and prepare materials for external licensing visits, audits, and compliance reviews.
• Contribute to the development of corrective action plans, data summaries, and compliance reports for program leadership.
• Maintain strict confidentiality and safeguard client and employee information in compliance with HIPAA and BrightPath privacy policies.
• Scheduling, Billing & Payroll Support Assist in creating and maintaining caregiver and program schedules based on staff availability and client needs.
• Communicate schedule updates and changes promptly to staff and management.
• Support billing and payroll processes by reviewing and verifying timesheets and documentation under direction of the Division Directors.
• Financial & Supply Management Track and monitor departmental budgets, expenses, and supply orders for each program site.
• Process purchase requests, manage inventory, and ensure cost-effective ordering and timely delivery of materials.
• Generate monthly budget and expenditure reports for management review and identify trends or discrepancies.
• Data Systems & Reporting Serve as the primary administrator for the agency’s Electronic Medical Record (EMR) and related data systems (e.g., Therap).
• Conduct regular data accuracy checks and resolve documentation or reporting discrepancies.
• Maintain accurate client files and staff profiles across systems to ensure compliance and data integrity.
• Train staff or managers as needed on system navigation, reporting functions, and data entry standards.
• Create, export, and distribute reports on documentation completion, billing, and service delivery metrics.
• Support performance and quality assurance reviews by summarizing data and identifying areas for improvement.
• Cross-Department Collaboration Coordinate with HR, Training, Finance, and Compliance teams to ensure seamless operational workflows.
• Assist management with special projects, events, and departmental initiatives as assigned.
• Support process improvements to increase efficiency and consistency across all programs.
• Onboard new hires - set up Divvy and Therap Daily and weekly documentation reports in Divvy Pull reports and reporting out.
• Supply management at sites.
• Budget oversight.
• Admin clerical tasks.
• Support Directors and Lisa.
• Qualifications High School diploma or GED. 245D services knowledge.
• Maintaining confidentiality.  Adherence to following policies regarding HIPPA, PHI, and the handling of all other confidential information.
• Experience with an EMR system is required; Therap is preferred.
• Organized and able to independently meet deadlines.
• Demonstration of strong administrative skills.
• Manage and effectively meet competing deadlines.
• Prioritizing skills required.
• Some in person work is occasionally required.  Ability to attend staff meetings or help the leader.

Core Values Requirement :

Availability after-hours for emergencies.   Company Overview :