Office Administrator - North Carolina Solutions

## Description

We are looking for an experienced Office Administrator who thrives in a fast-paced environment, enjoys solving problems, and understands that great administrative support is a critical part of great client care.

This is more than a traditional front-office position. As the Office Administrator, you will serve as a key operational partner to the Executive Director, Program Director, and Clinical Director, helping keep the clinic running smoothly across client services, billing, authorizations, staffing, quality assurance, HR, technology, and day-to-day operations.

You will be someone leadership can rely on to notice what needs to be done, take ownership, and jump in wherever support is needed.

**Why Choose North Carolina Solutions?**

**We offer:**

• Competitive pay
• Comprehensive benefits (health, dental, vision, Telehealth)
• Paid time off + 9 holidays
• Retirement plan options
• Tuition reimbursement + free CEUs
• Clinical supervision
• Wellness & employee assistance programs
• Mileage reimbursement for work related travel
• Public Service Loan Forgiveness (PSLF) - eligible employer

**Essential Functions:**

• Administrative Tasks of Client Services:
• Manages new referral for potential clients.
• Manages all aspects and details of patient services from intake through discharge
• Verifies insurance
• Schedules with appropriate provider
• Oversees and advises on authorization status coordinating care with outside providers, as needed.
• Quality Assurance:
• Serves as support to all Quality Assurance Activities as needed by QA team members or as indicated by this staff position.
• Administers internal satisfaction surveys.
• Responsible for audits and QA monitoring from referring agencies.
• Avatar Duties:
• Inputs daily schedules of both clients and staff.
• Coordinates with lead clinic staff on duty regarding client and staff scheduling issues.
• Inputs correct billing codes.
• Interacts with Medical Records (Health Information Systems [HIS]) to assure use of proper and updated reimbursement authorization forms and protocols as dictated by payer source and corporate office.
• Assumes lead role in new employee processing from intake to orientation.
• Serves as support to HIS and clinical staff in assuring staff activities are properly authenticated prior to billing.
• Interacts with corporate HR to assure local personnel file content compliance under the direction of the Executive Director.
• Manages all aspects and details of internal reports on billing status.
• Maintains oversight of building needs, EOC, and company vehicle.
• Coordinates and oversees petty cash, local account utilization, supply requisitions, and other office expenditures.
• Monitors production based employee time and activity record. Analyzes and corrects Kronos time entry for staff.
• Serves as integral support for basic IT activity and performance.
• Fosters collaborative working relationships among members of the leadership and management teams and programs.
• Other duties as assigned

## Qualifications
**Education, Experience, and Skills:**
**Required:**

• High school diploma or GED.
• Strong administrative and organizational skills.
• Excellent communication and customer service skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Typing speed of at least 40 words per minute.
• Positive, respectful, and professional approach with clients, families, staff, and visitors.

**Preferred:**

• Previous experience in healthcare, behavioral health, mental health, ABA, or a related setting.
• Experience with insurance verification, authorizations, medical billing, or payer requirements.
• Experience with electronic health records or healthcare information systems.
• Experience supporting HR, payroll, quality assurance, or compliance functions.
• Knowledge of ABA services and ABA billing.
• Bilingual in English and Spanish.