Community Connections, Inc is looking for a full-time Administrative Specialist to help keep our Sawyer Drive Administrative Office running smoothly—and make people feel welcome along the way.

As a welcoming face at reception, you’ll answer phones, handle mail, keep records organized, and provide administrative support, including for our Case Management Department. This onsite, hourly/non-exempt position works Monday–Friday, 8 a.m.–5 p.m. If you enjoy helping people and keeping the details on track, we’d love to hear from you!

Bring your strong communication and computer skills, attention to detail, and ability to handle confidential information with care. A high school diploma or GED is required. Two years of related experience is preferred; equivalent education and experience may be considered.

Starting salary is $41,600 with full benefits, generous holidays and unlimited paid time off.

Ready to put your people skills and organizational superpowers to work? Join Community Connections!

Full-Time benefits include medical insurance available for purchase with employer contribution; dental and vision available for purchase; life insurance paid by employer; 401K participation after 12 months of employment and 1,000 hours worked within those 12 months; Aflac and LegalShield available for purchase; paid company holidays; Employee Assistance Program (EAP); unlimited PTO. Accepting submissions until 5 pm on 11/15/2026. EOE.

Title:  Administrative Specialist

Reports To:  CEO Executive Assistant  

FLSA:  Hourly/Non-exempt/FT 

Hours/Location: Monday-Friday, 8-5, Sawyer Drive Administrative Office  

Hourly Rate: $20.00

Position Summary

The Administrative Specialist position provides dependable onsite reception, telephone, mail, records, and general administrative support for Community Connections. The position serves as a primary point of contact for employees, members, families, providers, and community partners and performs designated administrative and data-entry support for the Case Management and Family Support departments. The position handles confidential information and is expected to complete work accurately, promptly, and in accordance with organizational policies and applicable privacy requirements.    

Supervision and Work Direction

The position reports administratively to the CEO Executive Assistant, who is responsible for performance management, schedule and leave approval, and resolution of competing priorities. The position may receive functional work direction from designated Case Management and Family Support leaders. Questions about priority, scope, deadlines, or conflicting assignments must be escalated promptly to the CEO Executive Assistant. 

Essential Functions  

• Provide consistent reception and telephone coverage during assigned onsite hours; answer the main Community Connections lines, route calls accurately, and update closure messages as directed.
• Greet visitors promptly, determine the purpose of the visit, provide appropriate assistance, and refer matters to the correct employee or manager when needed.
• Monitor designated general email inboxes and incoming faxes; route, save, and file communications accurately and within established timeframes.
• Process incoming and outgoing mail each business day, including date-stamping, distribution to staff and satellite offices, scanning urgent items, and maintaining the Sawyer Drive mailbox.
• Maintain secure access to the office by locking and unlocking designated doors and the administrative mailbox according to authorized schedules and procedures.
• Maintain a welcoming, accessible, and professional reception and lobby area in coordination with the CEO Executive Assistant.
• Safeguard confidential employee, member, health, eligibility, financial, provider, and organizational information in accordance with law, policy, records-retention requirements, and system-access controls.
• Enter, retrieve, upload, and route information accurately in approved electronic systems, including the case-management electronic health record, Care and Case Management System (CCM), SharePoint, and other authorized platforms.
• Maintain regular and dependable attendance and promptly follow established notification and backup-coverage procedures when reception or administrative coverage may be interrupted.

General Office Responsibilities 

• Assist employees with general information, routine office equipment and application questions, and referral to appropriate technical or management support.
• Maintain constructive working relationships with employees, members, families, providers, community members, and other customers.
• Coordinate office-closure notices at least two weeks before planned holiday closures, including notices for Sawyer Drive, field offices, and Constant Contact, as directed.
• Provide administrative support for agency meetings and events and provide backup for designated CEO Executive Assistant duties when assigned and trained.
• Maintain organizational documents in SharePoint using approved naming, location, permission, version-control, retention, and archive practices.
• Use standard office equipment and maintain orderly records and supplies associated with assigned duties. 

 Case Management & Family Support Responsibilities

• Code and distribute vendor invoices to case managers and submit completed materials to Finance for payment in accordance with internal controls.
• Monitor PeakPro for financial eligibility updates and notify designated case managers promptly when eligibility changes are identified.
• Coordinate collection of required signatures from providers and members and track outstanding items as assigned.
• Print, copy, and distribute completed Initial and Continued Stay Review (CSR) service plans and revisions to authorized parties.
• Upload authorized case-management documents to CCM, SharePoint, or other approved storage locations using established quality-control and confidentiality procedures.
• Enter Professional Medical Information Pages (PMIPs) into CCM after receipt from the provider and serve as backup to the Case Management Assistant for PMIP distribution and tracking.
• Assist the Case Management and Family Support departments with scheduling and routine administrative coordination.
• Help obtain documentation requested by case managers for eligibility, disability determinations, and other member support.
• Enter assigned information, activities, and schedules into the approved case-management electronic health record accurately and on time.
• Perform other reasonable and related duties assigned to support reception, administrative, Case Management, and Family Support operations. Material or ongoing changes in responsibility will be communicated and documented as appropriate. 

Achievement Goals 

• Reception, phone, visitor, and mail responsibilities are covered reliably during scheduled hours.
• General emails, faxes, urgent mail, eligibility changes, and other time-sensitive items are routed within established service standards.
• Data entry, document uploads, invoice routing, and records management are accurate, complete, and timely.
• Confidential information is accessed, discussed, transmitted, and stored only for authorized business purposes.
• Potential errors, missed deadlines, access concerns, or conflicting priorities are escalated promptly.
• Communication is professional, respectful, clear, and responsive across in-person, telephone, and written channels.

Core Competencies 

Compassion / Dealing with Paradox / Values Differences / Motivating Others / Organizational Agility / Patience / Time Management / Use of Resources 

Knowledge, Skills and Abilities

• Proficiency with Microsoft Outlook, Word, and SharePoint; working knowledge of Excel and PowerPoint; and ability to learn multiple electronic health records, case management, and data systems.
• Accurate keyboarding, data entry, filing, recordkeeping, and document management skills.
• Ability to follow oral and written instructions, manage interruptions, prioritize work, meet deadlines, and work with appropriate independence.
• Ability to ask clarifying questions, identify discrepancies, use sound judgment, and seek assistance before an issue affects service or compliance.
• Effective written, in-person, and telephone communication and customer service skills.
• Ability to use standard office equipment and securely perform authorized work activities.
• If remote work is specifically authorized, adequate internet connectivity and a private work area capable of protecting confidential information. 

Minimum Qualifications

• High school diploma or GED.
• Two years of administrative, reception, customer service, health-services support, or related experience preferred. An equivalent combination of education and relevant experience may be considered.
• Ability to meet job-related background, confidentiality, training, and system-access requirements established by Community Connections and applicable contracts or law. 

Work Environment and Physical Demands of the Job

The essential functions of this position may be performed with or without reasonable accommodation. The position requires the employee to use office equipment and electronic systems; access, review, prepare, and communicate information; provide reception and customer-service coverage; manage files, mail, documents, and routine office materials; and access assigned work areas necessary to support office operations.

Attendance at assigned meetings, training, and community activities in Southwest Colorado is required, with occasional travel elsewhere in Colorado or out of state. Any driving requirement will be communicated separately and is subject to organizational policy. Applicants and employees may request a reasonable accommodation through Human Resources.

Equal Opportunity and Accommodation

Community Connections is an equal opportunity employer. Employment decisions are based on job-related qualifications, organizational needs, and lawful considerations. Community Connections does not discriminate or retaliate in violation of applicable federal, state, or local law. Reasonable accommodations are available to qualified applicants and employees with disabilities unless doing so would create an undue hardship. Contact Human Resources to request an accommodation in the application process or employment.