Administrative Specialist I

Administrative Specialist I –Field Based Services                                       

Location: Visalia, CA
Position Type: Full-Time | Non-Exempt
Salary Range: $21.22 - $22.51 per hour
 

Join Our Mission

At Kings View, every role contributes to something bigger - improving lives and strengthening communities. We are committed to providing behavioral health and social services to those with limited resources, guided by compassion, excellence, and respect.

Position Overview:
Kings View is seeking an Administrative Specialist I to support our Field Based Services. Under moderate supervision, this role provides clerical, administrative, and reception support to help ensure smooth program operations. Responsibilities include data entry, records management, answering calls, scheduling appointments, Quality Improvement tracking, EHR documentation, billing support, inventory, and maintaining organized and confidential program records.

This position works closely with staff and management and provides additional support to the Clinical Director and Program Director as needed.

Key Responsibilities:

Administrative & Office Support:
- Provide administrative support to ensure smooth program operations
- Perform accurate and efficient data entry and typing tasks
- Answer incoming phone calls, manage inquiries, and schedule appointments
- Assist with client and staff scheduling coordination
- Manage program inventory and maintain sufficient supplies and resources
- Oversee printed materials, including forms and brochures, for quality, readability, and accuracy
- Provide support to the Clinical Director and Program Director as needed

Records, EHR & Compliance:
- Maintain, scan, and organize office, medical, and program records in accordance with HIPAA requirements
- Demonstrate proficiency in data collection, entry, and reporting within EHR systems
- Complete timely scanning and maintain an organized, HIPAA-compliant file room
- Track and report Quality Improvement activities with comprehensive documentation
- Perform billing processes as needed for the program
- Implement and update protocols related to environmental safety and compliance

Program Support & Communication:
- Maintain regular communication with staff and management to support program effectiveness
- Maintain confidentiality and follow organizational policies and procedures
- Interact professionally with staff, clients, and external partners
- Follow established procedures and seek appropriate emergency or supervisory assistance if a behavioral health crisis arises
- Perform other duties as assigned to support program operations

What You’ll Bring:

Required Qualifications:
- High School Diploma or equivalent
- 0-2 years of experience
- Valid California Driver’s License (Class C)
- Ability to obtain credentialing through the local County Managed Care Department, if required

Required Skills:
- Knowledge of basic office practices, office software, filing, phones, and standard office equipment
- Strong organization, time management, and attention to detail
- Ability to communicate clearly and work collaboratively with diverse teams
- Ability to learn new software and technology quickly
- Proficiency with electronic health records and Microsoft Office applications
- Ability to handle multiple administrative responsibilities with minimal supervision

Preferred Skills/Experience:
- Bilingual English/Spanish preferred

Professional Attributes:
- Detail-oriented and organized
- Reliable and adaptable
- Strong interpersonal and communication skills
- Proactive and willing to learn
- Able to maintain professionalism and confidentiality

Pre-Employment Requirements:
- Background check
- Drug screening
- Live Scan (DOJ fingerprinting), as applicable
- Valid driving credentials as required for the position

Work Environment:
This role is primarily performed in a professional office setting serving behavioral health clients. Duties involve frequent computer use, typing, filing, telephone communication, and interaction with staff, clients, and external partners. The position may encounter individuals experiencing serious mental illness or behavioral health crises and must follow established safety and emergency procedures.

Equal Opportunity Employer:
Kings View is an Equal Opportunity Employer.

ADA Statement:
Reasonable accommodations will be provided in accordance with applicable laws.