Office Specialist

oin a team where your work truly makes a difference. For nearly 70 years, Caron Treatment Centers has helped individuals and families find hope, healing, and lasting recovery through compassionate, evidence-based addiction and behavioral healthcare. At Caron, employees are supported with opportunities to learn, grow, and build meaningful careers, along with competitive pay, comprehensive benefits, generous paid time off, tuition reimbursement, and a 401(k) plan.

We’re proud to foster a supportive, collaborative workplace where employees feel valued and connected to our mission. That commitment has earned Caron multiple national and regional Top Workplace recognitions, including being named a USA TODAY Top Workplace for 2026.

Join us to build a career with purpose, growth, and impact at Caron.

Office Specialist

Full Time, Monday through Friday, 36 hours per week

Schedule includes 3 evening shifts 10:00am-6:30pm

OFFICE SPECIALIST DUTIES AND RESPONSIBLITIES:

• Maintain client records in a timely, organized and confidential manner. 
• Enter all client pre-admission, admission and discharge and scheduling data into the AURA system for Caron Philadelphia. 
• Create and send documents to referral sources. 
• The Office Specialist will cover the front desk along with the following: 
  • Answer incoming calls including requests for client records and verification of treatment. 
  • Greet and register incoming clients.  
  • Collect payment per Caron Philadelphia policy.  
  • Complete necessary billing and release forms. 
  • Schedule clients for appointments and make reminder calls
  • Take pre-admission information. 
  • Explain insurance benefits and initiate insurance authorization process. 
  • Responsible for document management. 
  • Distribute mail and order supplies. 
• Gather client data prior to the initial visit and disseminate that data to the appropriate individuals. 
• Maintain up-to-date marketing materials, SharePoint page, and website via coordination with Marketing Department
• Assist with maintaining Teams Channels for Philadelphia Office
• Responsible for assisting with opening and closing the office. 
• Bank deposits, daily if needed. 
• Co-facilitate weekly Team Meeting
• Point person for compliance needs: fire drills, AED checks, safety drills, etc.
• Assist with creating a welcoming and therapeutic environment – help create and maintain a clean and safe space.
• The Office Specialist will manage building/facility issues by serving as primary point of contact.
• The Office Specialist will provide administrative assistance with Caron Philadelphia staff.
• Responsible for managing the requests to reserve conference rooms for Caron Philadelphia. 
• This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the duties or tasks that may be required or assigned.

PHYSICAL REQUIREMENTS:   

The physical and mental demands described here are representative of those that must be met to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to bend.
• Must be able to lift up to 20 lbs.
• Must be able to climb stairs.

EDUCATION / EXPERIENCE QUALIFICATIONS:

• Must have a high school diploma.
• 1-2 years of office administration experience preferred.
• Billing experience preferred.
• If in recovery, 1-year continuous sobriety preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to function as part of a self-directed work team.
• Proven ability to problem-solve in a fast-paced environment.
• Must exercise independent judgment, perform routine tasks with minimal supervision and interact professionally with clients, referral sources, staff and the general public.
• The ability to type 50-60 words per minute is required.
• Knowledge of Microsoft Office products is required.
• Excellent organizational skills

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