ADMINISTRATIVE ASSISTANT at Apis Services Inc – Toms River, New Jersey

Job Title: Administrative Specialist

Location: Toms River, NJ

Schedule: Monday - Friday 4pm-9pm

Pay: $19,000/year

F L S A : Exempt

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.

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

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

• 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

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.