Administrative Support Specialist

Job Description

BreakThru Services, LLC. is a DBHDS-licensed behavioral health organization providing Applied Behavior Analysis therapy, therapeutic consultation, and mental health skill-building services across Virginia, Delaware, and South Carolina. We are expanding our service offerings to include Guardianship and Conservator Services under a contract with the Virginia Department of Behavioral Health and Developmental Services (DBHDS), and we are seeking dedicated professionals to join our growing team. Our mission is to provide person-centered, dignity-affirming services to individuals with intellectual and developmental disabilities and their families.

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BreakThru Services is seeking an organized, detail-oriented Administrative Support Specialist to support the daily operations of our Guardianship and Conservator Services program. This role is responsible for maintaining client files, tracking court reporting deadlines, coordinating correspondence, processing benefit-related paperwork, and supporting the Program Director and Guardianship Coordinators with administrative tasks essential to program compliance. This is an excellent opportunity for a professional with a background in human services, legal support, or healthcare administration who wants to make a difference in the lives of vulnerable adults.

Key Responsibilities:

Maintain organized and compliant client files for all individuals under BreakThru's guardianship, including court documents, benefit records, visit logs, and correspondence

Track all court reporting deadlines, annual report due dates, benefit renewal dates, and hearing schedules for each active guardianship case

Prepare, format, and proofread court reports, correspondence, and internal documentation for review and signature by the Program Director

Coordinate with the Social Security Administration, Medicaid, and other benefit agencies to process paperwork, track applications, and follow up on pending cases

Maintain the program calendar including client visits, court hearings, team meetings, and supervisory appointments

Manage incoming and outgoing correspondence for the guardianship program via phone, email, and mail

Prepare monthly billing and activity reports for submission to DBHDS

Assist with onboarding documentation for new clients and coordinate with the Guardianship Coordinator on intake paperwork

Maintain confidentiality of all client records in compliance with HIPAA and applicable state privacy laws

Support the Program Director with any other administrative tasks required to maintain program compliance

Minimum Qualifications (Required):

High school diploma or equivalent required; Associate's or Bachelor's degree in business administration, human services, or a related field preferred

Minimum of 2 years of administrative experience in a human services, healthcare, legal, or government services setting

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new software systems quickly

Excellent attention to detail and ability to manage multiple deadlines simultaneously

Strong written and verbal communication skills

Ability to maintain strict confidentiality of sensitive client information

Ability to pass a comprehensive background check including criminal history and adult abuse registry clearance

Qualifications (Preferred):

Experience in a legal, court services, or guardianship/conservatorship support role

Familiarity with Virginia court filing procedures and document formatting standards

Experience with Social Security Administration (SSA) or Medicaid paperwork processes

Experience using case management software or electronic health records systems

Benefits:

Professional development and training support

Flexible scheduling

Collaborative and mission-driven team environment

Opportunity to grow with an expanding organization

Scheduling is flexible Monday - Friday.

Full-time