Administrative Assistant

Description

 Administrative Assistant — Women’s Residential Treatment Program

Full-time | 40 hours per week | Wellspring, Bangor $20-$21 per hour

Wellspring’s Women’s House is seeking an experienced Administrative Assistant to manage the daily administrative work of our residential treatment program for women in recovery. Responsibilities include billing, client records, financial tracking, scheduling, and coordination with staff and outside agencies.

Significant prior administrative experience and proficiency in Microsoft Excel are required. MaineCare billing experience is strongly preferred. To be considered, your résumé must clearly demonstrate the administrative responsibilities you have held and your experience using Excel.

This position requires someone who can work independently, maintain accurate records, meet deadlines, and interact warmly and professionally with clients, staff, and community partners.

Required qualifications

• Significant experience in an administrative, office coordination, or comparable role, with regular responsibility for records, scheduling, billing, financial tracking, or other office operations.
• Proficiency in Microsoft Excel, including entering and maintaining data, formatting spreadsheets, sorting and filtering information, and using basic formulas.
• Proficiency in Microsoft Word and comfort learning other office and billing systems.
• Strong organizational skills, attention to detail, and the ability to manage multiple responsibilities and deadlines.
• Clear written communication, accurate spelling and grammar, and professional telephone skills.
• Ability to work respectfully with people in recovery and protect confidential client information.
• High school diploma or equivalent.
• Valid driver’s license and access to a vehicle for required travel.

Preferred qualifications

• Experience with MaineCare billing, eligibility verification, and claims submission.
• Experience with other third-party billing, accounts receivable, or payment reconciliation.
• Administrative experience in a healthcare, behavioral health, or residential treatment setting.
• Associate’s or bachelor’s degree.

Primary responsibilities

• Prepare and submit MaineCare and other third-party billing; verify and track clients’ continued eligibility.
• Maintain client records, complete routine chart audits, and keep forms and documentation current.
• Maintain spreadsheets, waiting lists, program statistics, and reimbursement information.
• Prepare client invoices, collect fees, and maintain accounts receivable records.
• Reconcile pharmacy bills, petty cash, taxi vouchers, and related expenses for submission to the bookkeeper.
• Assist clients with MaineCare and SNAP applications and required follow-up.
• Answer telephone calls, greet visitors, and schedule screening and other appointments.
• Coordinate office supplies, mail, equipment, and administrative support for program staff.
• Transport clients in an agency vehicle and travel between program locations as needed.
• Provide administrative backup to other programs and perform other duties assigned by the Program Director.

This position reports to the Program Director.

How to apply

Apply through the Wellspring website at www.wellspringmaine.com.

Your résumé must clearly describe your previous administrative responsibilities and experience using Microsoft Excel. Please also identify any MaineCare or other healthcare billing experience.

Applications that do not demonstrate the required administrative experience and Excel proficiency will not be considered.

The classification of this position is considered non-exempt from the pay provisions of the Fair Labor and Standards Act.