Administrative Aide

State of Maryland • Baltimore City, MD

4h • $48,486 - $67,675 • Onsite

About The Position

The Health Education and Advocacy Unit (HEAU) is seeking a dedicated and compassionate individual to join our team as an Administrative Assistant. The HEAU is a unit of the Consumer Protection Division and plays a vital role in protecting and empowering Maryland consumers by: Assisting individuals in resolving billing disputes with health care providers and insurers. Helping consumers navigate health insurance coverage denials and appeals. Educating the public about their healthcare rights and responsibilities. Advocating fair and equitable access to healthcare services. The Unit receives approximately 2,000 consumer complaints, 4,500 hotline calls, and 6,000 emails each year, reflecting the high volume and critical nature of our work. The team is comprised of two attorneys, two case managers, an administrative assistant, and seven ombudsmen. We also work with a dedicated group of volunteers, interns, and law clerks who support our mission year-round. The Administrative Aide will provide essential support to the Unit by providing general administrative support and ensuring seamless intake, processing, and management of all incoming communications, including mail, facsimiles, medical authorizations, and consumer satisfaction surveys, which are vital for timely case handling and service delivery. This role is critical to the HEAU’s mission of advocating for and assisting Maryland healthcare consumers. Note that this position is not eligible to telework.

Requirements

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Four years performing secretarial work or clerical work involving typing duties.
• Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
• Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.
• Demonstrated ability to accurately type on a keyboard on a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

Nice To Haves

• An associate’s degree (or BS) from an accredited college.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Knowledge of, or experience with, health insurance or medical billing.
• Experience with database systems (i.e., SQL, MS Access, Salesforce, etc.) or electronic health record systems.
• Experience working in a legal office or healthcare setting.

Responsibilities

• Intake and process all incoming mail, facsimiles, medical authorizations, consumer satisfaction surveys, etc.
• Scan all incoming mail into the unit's database and distribute as necessary.
• Create and send follow-up letters or otherwise contact consumers and providers seeking necessary medical authorizations or other needed documentation.
• Manage physical case files, including physically boxing up and storing closed paper files.
• Data entry of all forms of consumer contact.
• Oral and written communication with consumers, healthcare providers, insurers, and others.
• Provide general administrative support to the unit's directors, staff and volunteers, including formatting, printing, and mailing letters.
• Create updated desk assignment maps as needed when we have new volunteers/interns.
• Return hotline voicemails.
• Manage security key cards.
• Assist with Public Information Act responses by downloading required documents and pre-marking for redaction.
• Maintain office equipment and ensure supplies are available.
• Assist with the day-to-day activities of the unit.

Benefits

• The successful candidate will be eligible for subsidized health benefits (medical, prescription, dental and vision coverage) and life insurance
• leave, including annual (vacation), personal, sick, and paid parental leave
• will be eligible for participation in a contributory defined benefit pension plan in which they are vested after ten years.
• State employees are eligible to participate in two supplemental retirement plans: the 457 Deferred Compensation Plan and the 401(k) Savings and Investment Plan.
• The State also offers a free mass transit benefit for local bus and express bus services.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED