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About the Role
The Administrative Assistant for Operations provides administrative and operational support to Care Coordination and Support Department team members through management of office operations, document processing, records management, mail coordination, customer service, and administrative workflows.
Responsibilities
- Complete program-related typing, copying, data entry, and other administrative tasks, including preparation of letters, correspondence, records, reports, and confidential documentation.
- Distribute Life Plans to individuals supported and their representatives in accordance with organizational policies and procedures.
- Process returned Life Plan signatures through mail and electronic communication.
- Distribute, upload, and organize supporting documentation within the Electronic Medical Record (EMR).
- Maintain department trackers, spreadsheets, databases, and other tools used to support operational workflows.
- Upload and submit required documentation to statewide databases, authorization systems, and regulatory platforms.
- Complete administrative tasks associated with new enrollments, including distribution and processing of required documents.
- Assist with internal and external audit activities, including document retrieval, distribution, uploading, tracking, and follow-up.
- Process, sort, scan, distribute, and maintain incoming mail, documentation, and records.
- Support records management activities, including document scanning, filing, archival, retention, and destruction.
- Serve as a professional and responsive point of contact for team members, providers, individuals supported, families, and external stakeholders.
- Monitor assigned work queues and administrative tasks, prioritize workload appropriately, and escalate barriers.
- Utilize organizational systems and technology, including Microsoft 365 applications, SharePoint, EMR platforms, and electronic filing systems.
- Participate in workflow standardization and process improvement initiatives.
- Maintain confidentiality of protected health information and other sensitive organizational information.
- Perform other duties as assigned.
Requirements
- Must have access to reliable transportation and be willing to travel regularly within the service area.
Skills
- Ability to work independently, use available resources to solve problems, proactively approach professional responsibilities, and complete work in a timely manner.
- Knowledge of Microsoft Word and Excel
- Strong oral and written communication skills
- Strong organizational skills
- Ability to keep sensitive and privileged information confidential
- Demonstrates cultural competence
Location
- West Seneca, NY
- Tonawanda, NY
Work Type
- Hybrid
Experience Level
- Office Experience preferred
- Experience creating and utilizing tracking systems in Excel preferred
Education Level
- High School Diploma/GED required
- Associates Degree, preferred
Benefits
- 20 Days of paid time off (PTO) in your first year! Increasing to 25 Days in your second year!
- 13 Paid Holidays
- Comprehensive health insurance plans (Medical, Dental & Vision)
- 401(k) with company match (50% of the first 6% up to a maximum of 3%)
- Company paid basic life insurance
- Company paid long-term disability
- Lifestyle Spending Account with a benefit of up to $500 for wellness eligible expenses
- Employee Discount and Wellness Programs
- Currently providing 3 paid hours per week for exercise, volunteering or personal wellness!
- Professional development opportunities including mentorship program options and ongoing coaching
- New Employee Orientation (NEO)
About the Company
- When you join the Person Centered Services team, you can make a difference in the lives of people with intellectual and developmental disabilities, while also reaching your own career goals.
Equal Opportunity
- Person Centered Services has a commitment to equal employment opportunity for all staff and applicants for employment. Employment decisions including, but not limited to, those such as staff selection, performance evaluation, administration of benefits, working conditions, staff programs, transfers, position changes, training, disciplinary action, compensation, and separations are made without regard to race, color, religion (including religious dress and grooming), creed, national origin, nationality, citizenship status, domestic partnership status, ancestry, gender, affectional or sexual orientation, gender identity or expression, marital status, civil union status, family status, age, mental or physical disability (including AIDS or HIV-related status), atypical hereditary cellular or blood trait of an individual, genetic information or refusal to submit to a genetic test or make available the results of a genetic test, military status, veteran status, or any other characteristic protected by applicable federal, state, or local laws.