Office Support Specialist

Job Description

Job Description

Description : POSITION SUMMARY

The Office Support Specialist provides essential administrative support to Hoyleton Youth and Family Services’ Behavioral Health department. This role helps ensure efficient daily operations by supporting scheduling, communication, documentation, and front office coordination across multiple sites. A key responsibility includes managing building entry and security processes to ensure proper access for staff, clients, and visitors.

The specialist works closely with supervisors, clinical teams, and front desk staff to support service delivery in a fast-paced environment. This position requires strong organizational skills, the ability to manage competing priorities, and a high level of professionalism and confidentiality. An understanding of trauma-informed care and the ability to work respectfully with individuals from diverse ethnic, religious, disability, and socioeconomic backgrounds is essential.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Provides administrative and clerical assistance to ensure smooth daily operations with an office environment
• Provide clerical support including data entry, scanning, form completion, answering and directing calls, and greeting clients and staff in a professional manner
• Handling incoming and outgoing mail, emails, and faxes
• Preparing correspondence, reports, and other documents.
• Maintaining and updating calendars for individuals or teams
• Organizing and coordinating meetings, including booking rooms, preparing materials, and sending out invitations.
• Addressing scheduling conflicts and other issues that may arise, finding solutions that minimize disruption
• Manage appointment scheduling for multiple providers while maintaining accurate and up-to-date electronic calendars and client records within HER systems
• Maintain a working knowledge of all emergency policies, procedures, and regulations to be able to respond to alarms, incidents, and emergency situations
• Monitor building entrances to ensure only authorized individuals enter the building while coordinating with staff to report and resolve safety concerns
• Communicate with internal teams to ensure seamless client care. Assist with referrals, transportation coordination, and follow-up on client service needs
• Provide support to providers by placing reminder calls to clients and maintaining client confidentiality and HIPAA compliance at all times
• Provides as support to the team supervisors and professional staff
• Performing other duties as reasonably assigned

Requirements :

QUALIFICATION REQUIREMENTS

EDUCATION AND / OR EXPERIENCE

Requirements

CARE & TCI

Hoyleton has adopted the CARE (Children and Residential Experience), developed by Cornell University, to guide our culture and practice. CARE is grounded in six core principles : Developmentally Focused, Family Involved, Relationship Based, Ecologically Oriented, Competence Centered, and Trauma Informed.

Completion of CARE and TCI training is an internal requirement for all staff and must be completed upon hire. Ongoing application of these principles is expected and essential to successful job performance.

TCI (Therapeutic Crisis Intervention) . Employees must :

Monthly refresher opportunities are provided. Employees who fall out of compliance may be required to retake the full course. Consistent participation and application