Administrative Assistant

Job Summary

The Administrative Assistant for Care Coordination is responsible for providing clerical and administrative support for the Care Coordination department.

Essential Functions

• Completes program-related typing, copying, and other clerical tasks to include letters, correspondence, memos, records, and reports.
• Answers and tracks incoming intake calls and responds to inquiries and escalating to others as necessary.
• Sorts and files correspondence, program records, case notes, etc.
• Completes confidential typing and data entry as requested.
• Establishes and maintains department databases.
• Creates and maintains all department forms
• Creates and maintains department spreadsheets/trackers/reports.
• Attends department meetings, as needed, to take notes.
• Affords assistance in scheduling meetings, booking rooms, maintaining shared drives/calendars, tracks info (billing, caseloads etc.), mail/postage.
• Affords assistance to Intake Specialist with completion/submission of applications/referrals for services and benefits/entitlements.
• Uploads and submits documents to statewide databases/authorization systems.
• Keeps intake dashboard updated and accurate.
• Maintains and reviews enrollments prior to the transition to Care Coordination.
• Utilizes statewide databases to verify eligibility, status, and demographic information.
• Documents and constructs reports in the Electronic Medical Health system.

Other Duties

• Commits to a respectful, just, and supportive environment for individuals and team members aligning with the organization’s commitment to inclusion and belonging.
• This includes actively seeking, hiring, and developing talented candidates and appropriately and fairly addressing issues related to inclusion in all interactions with team members.

Knowledge, Skills & Abilities

• Ability to find and use available resources to solve problems while being self-directed.
• 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
• Proactively approaches professional responsibilities
• Ability to complete work in a timely manner

Education & Experience

• High School Diploma/GED required.
• Associates Degree, preferred.
• Familiarity with I/DD provider agencies, OPWDD, or Health Homes, preferred.
• Office Experience preferred.
• Experience creating and utilizing tracking systems in Excel 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 for you to choose what best fits your needs (Medical, Dental & Vision)
• 401(k) - the Company matches 50% of the first 6% up to a maximum of 3%
• Company paid benefits: basic life insurance, long-term disability, and a Lifestyle Spending Account with a benefit of up to $500 set aside for employees to spend on wellness eligible expenses!
• Employee Discount and Wellness Programs - Currently providing 3 paid hours per week for exercise, volunteering or personal wellness!

New Employee Orientation (NEO)

All new team members participate in NEO offered Monday - Friday both onsite and online. Day one includes in-person training at our West Seneca, NY office, where new team members are introduced to our culture, values, and the foundation of Care Coordination.

Equal Opportunity Employer

We are committed 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.