Administrative Assistant

We are looking for a detail-oriented Administrative Assistant to support a Children’s Care Management team in New York. This Long-term Contract position is ideal for someone who enjoys keeping office operations organized, managing records accurately, and providing a welcoming experience for clients, visitors, and staff. The role combines front-desk support, administrative coordination, and data management within a healthcare environment. Success in this position requires discretion and the ability to handle multiple priorities with care.

Responsibilities:
• Organize and maintain client files by creating new records, archiving inactive charts, tracking stored documents, and keeping the file room orderly and accessible.
• Process documentation by filing paper forms, scanning records, and uploading materials into electronic systems to keep information complete and current.
• Prepare and send client correspondence as requested, ensuring mailings are accurate and completed on time.
• Welcome clients, visitors, and partner organizations in a courteous manner while maintaining a clean, organized, and inviting reception area.
• Manage incoming and outgoing calls efficiently, directing inquiries appropriately and providing responsive customer service.
• Enter and update information in electronic health record platforms, including demographic details, assignments, and progress-related documentation.
• Review records for accuracy and completeness, including assessments, releases, insurance details, and supporting eligibility documentation.
• Verify Medicaid coverage and complete, audit, and submit daily encounter logs to reflect services and activities accurately.
• Monitor office and program resources such as supplies, outreach materials, postage, shredding services, kitchen items, keys, and department vehicle coordination.
• Communicate urgent client matters, facility concerns, and operational issues to supervisors, and participate in staff meetings, trainings, and occasional evening or weekend support as needed.

Qualifications:

• At least 3 years of experience in administrative support, office coordination, or front-desk operations.
• Background handling inbound calls, reception responsibilities, and general administrative office tasks.
• Strong data entry skills with the ability to maintain accurate records across multiple systems.
• Experience working with confidential information and maintaining privacy in a healthcare or human services setting.
• Ability to manage files, correspondence, and documentation with a high level of organization and attention to detail.
• Comfortable using electronic record systems and standard office software to update, track, and retrieve information.
• Effective verbal and written communication skills, with a detail-oriented and service-oriented approach.
• Flexibility to assist with occasional evening or weekend responsibilities when required.

Compensation

$22.00-$24.00 Hourly

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