Behavioral Health Office Administrator III
Department: Administration
Reports To: [Operations Director/Executive Leadership]
Classification: [Full-Time; Exempt/Non-Exempt]
Position Summary
We are seeking a dynamic and highly organized Behavioral Health Office Administrator III to join our team and ensure the smooth operation of daily office functions. This vital role involves managing administrative tasks, coordinating communication, and supporting various departments to foster an efficient and welcoming work environment. The ideal candidate will demonstrate exceptional organizational skills, technical proficiency, and a proactive attitude to handle diverse responsibilities with enthusiasm and professionalism.
The Behavioral Health Office Administrator III is an advanced administrative professional responsible for coordinating complex office operations and maintaining the integrity of key administrative systems and records.
This position serves as an internal resource for minor OnTarget data upload, minor ADP administrative data input, employee and client record systems maintenance, file audits collection and maintenance, some KPI collection and reporting, survey collection and recording, and office workflow automation.
The Administrator III moves beyond task completion to process ownership, quality control, troubleshooting, reporting, and continuous improvement.
Essential Duties and Responsibilities
- Manage front desk operations, including greeting visitors, answering phone systems, and directing calls with excellent phone etiquette.
- Oversee office management tasks such as supply ordering, maintenance coordination, and ensuring a clean, organized workspace.
- Utilize productivity software like Microsoft Office (Word, Excel, Outlook) to prepare documents, spreadsheets, and correspondence efficiently.
- Support client communication through professional correspondence, scheduling appointments, and calendar management.
- Provide customer support by addressing inquiries promptly and ensuring a positive experience for visitors and clients alike.
OnTarget System Coordination
- Serve as an advanced administrative resource for OnTarget.
- Monitor administrative data quality and record organization within OnTarget.
- Develop standardized processes for entering, uploading, naming, and maintaining administrative documentation.
- Troubleshoot administrative system issues and coordinate with appropriate support resources.
- Assist employees with applicable OnTarget administrative processes.
- Conduct periodic reviews to identify documentation and workflow deficiencies.
- Recommend system and workflow improvements to leadership.
Prior Authorization Coordination
- Assist Leadership, as needed, with the organization's administrative prior authorization workflow.
- Establish tracking mechanisms for initial and continuing authorization requirements.
- Monitor upcoming expiration dates and ensure packets are initiated timely.
- Review prior authorization packets for administrative completeness and accuracy.
- Coordinate with clinical personnel to obtain required supporting documentation.
- Track pending requests, approvals, denials, and follow-up requirements, as needed.
- Produce authorization status reports for leadership when requested.
Intake Packets
- When receiving an intake packet ensuring all appropriate and essential is within paperwork before submitting.
- Ensuring all additional items have been submitted with intake packet.
- Ensure packet is given to proper staff member.
- Ensure it is uploaded into OnTarget.
Employee & Client Records
- Oversee administrative standards for employee and client files.
- Establish file organization, naming, maintenance, and retention procedures within assigned authority.
- Ensure required documentation is appropriately filed and readily retrievable.
- Monitor documentation expiration and renewal requirements.
- Conduct higher-level quality-control reviews of employee and client files.
- Assist with preparation for audits, monitoring visits, and other authorized reviews.
ADP Administration
- Serve as an advanced administrative resource for assigned ADP processes.
- Coordinate employee onboarding and employment-information workflows within ADP.
- Review payroll and timekeeping administrative information for completeness.
- Generate routine workforce and payroll-related administrative reports for authorized leadership.
- Troubleshoot routine system issues and coordinate resolution of more complex problems.
- Maintain confidentiality and appropriate access controls for employee information.
File Audit Program
- Coordinate scheduled employee and client file audits.
- Maintain standardized audit tools and checklists.
- Assist with tracking audit findings, corrections, outstanding deficiencies, and completion dates.
- Analyze recurring findings to identify systemic administrative problems.
- Provide leadership with summaries of audit performance and significant risks.
- Assist departments in implementing corrective administrative processes.
KPI Administration & Reporting
- Coordinate collection and validation of assigned organizational KPIs.
- Maintain KPI tracking systems, dashboards, spreadsheets, and reporting schedules.
- Review data for accuracy, completeness, and consistency.
- Analyze basic trends and identify significant variances for leadership review.
- Work with departments to improve the reliability and timeliness of KPI data.
- Assist leadership in preparing recurring operational performance reports.
Surveys & Quality Improvement
- Coordinate employee, client, satisfaction, or other organizational surveys.
- Maintain survey schedules and response tracking.
- Compile, organize, and summarize survey results.
- Identify trends and recurring feedback.
- Assist leadership with translating findings into measurable improvement initiatives.
Automation & Process Improvement
- Develop, maintain, and improve approved office automations.
- Automate repetitive administrative tasks where appropriate.
- Design electronic forms, reminders, trackers, routing processes, and administrative workflows.
- Test workflows before implementation.
- Document automated processes and contingency procedures.
- Train staff on new administrative workflows.
- Monitor automations for errors and make appropriate corrections.
Minimum Qualifications
- Associate degree preferred; OR relevant experience may substitute based on organizational requirements.
- Generally 3+ years of progressively responsible administrative experience, OR demonstrated advanced competency.
- Behavioral health, substance abuse, healthcare, OR human services administrative experience strongly preferred.
- Demonstrated proficiency with EHR systems; OnTarget experience strongly preferred, BUT willing to teach a strong candidate with high degree of learning skills.
- Demonstrated experience with ADP OR comparable HR/payroll systems.
- Experience coordinating audits, records, authorizations, reporting, or quality-improvement activities.
- Strong Excel/spreadsheet, reporting, technology, and workflow-management skills.
- Ability to train others and document administrative procedures.
- Proven experience in office management or administrative roles with a strong background in clerical tasks and customer service.
- Familiarity with office productivity software including Microsoft Office Suite (Word, Excel, Outlook)
- Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
- Excellent written and verbal communication skills along with technical proficiency in computer literacy and data entry.
Level III Competency Expectations
The Administrator III is expected to own processes rather than simply perform tasks. The employee should independently manage complex workflows, ensure quality, train other staff, analyze administrative performance, identify risks, and recommend improvements.
Advancement requires demonstrated leadership, systems thinking, strong audit and reporting competency, and the ability to design sustainable administrative processes.
Pay: $18.00 - $26.00 per hour
People with a criminal record are encouraged to apply
Work Location: In person
