Administrative Assistant

Person Centered Services•West Seneca, NY

11d•Hybrid

About The Position

The Administrative Assistant for Operations provides administrative and operational support to Care Coordination and Support Department team members. The role supports office operations, document processing, records management, mail coordination, customer service, and administrative workflows. The position works from the West Seneca office three days per week and the Tonawanda office two days per week, with regular travel within the service area required. Responsibilities include preparing and processing correspondence and confidential documents; distributing Life Plans and handling returned signatures; organizing and uploading documents to electronic medical records and other systems; maintaining trackers and databases; submitting records to statewide and regulatory platforms; supporting enrollment administration and audits; and processing mail and records in accordance with confidentiality, retention, and regulatory requirements. The assistant also responds to routine inquiries, monitors work queues, escalates barriers, and participates in workflow standardization and process improvement. The organization describes its work as supporting people with intellectual and developmental disabilities and offers full-time benefits including paid time off and holidays, health insurance options, a 401(k) match, company-paid benefits, wellness programs, and professional development opportunities. New team members participate in weekday orientation, including in-person training at the West Seneca office on the first day.

Requirements

High school diploma or GED required.
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 and organizational skills.
Ability to keep sensitive and privileged information confidential.
Demonstrated cultural competence.
Reliable transportation and willingness to travel regularly within the service area.

Nice To Haves

Associate 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.

Responsibilities

Complete typing, copying, data entry, and other administrative tasks, including preparing letters, correspondence, records, reports, and confidential documentation.
Distribute Life Plans to individuals supported and their representatives according to organizational procedures and the method specified by the Care Coordinator.
Receive and process returned Life Plan signatures through mail and electronic communication.
Distribute, upload, and organize supporting documentation in the Electronic Medical Record (EMR), notify necessary parties, and maintain accurate records.
Maintain department trackers, spreadsheets, databases, and other tools used to support workflows and monitor task completion.
Upload and submit required documentation to statewide databases, authorization systems, and regulatory platforms, including CAS/CANS Assessments.
Complete administrative tasks associated with new enrollments, including distributing and processing Welcome Letters, Notices of Decision (NOD), and other enrollment materials.
Assist with internal and external audits through document retrieval, distribution, uploading, tracking, and follow-up related to audit findings and corrective actions.
Receive, process, sort, scan, distribute, and maintain incoming mail, documentation, and records in accordance with organizational procedures, retention requirements, and confidentiality standards.
Support records management, including scanning, filing, archiving, retention, and destruction of documents in accordance with policies and regulatory requirements.
Respond to routine inquiries from team members, providers, individuals supported, families, and external stakeholders, and route concerns to appropriate staff.
Monitor assigned work queues and administrative tasks, prioritize workload, and escalate barriers that may affect service delivery or compliance.
Use organizational systems and technology, including Microsoft 365 applications, SharePoint, EMR platforms, electronic filing systems, and other administrative software.
Participate in workflow standardization and process improvement initiatives.
Maintain confidentiality of protected health information and other sensitive organizational information in accordance with agency policies and applicable regulations.
Commit to a respectful, just, and supportive environment aligned with the organization’s commitment to inclusion and belonging.
Perform other duties as assigned.

Benefits

20 days of paid time off in the first year, increasing to 25 days in the second year.
13 paid holidays.
Medical, dental, and vision insurance plans.
401(k) with a company match of 50% of the first 6%, up to a maximum match of 3%.
Company-paid basic life insurance.
Company-paid long-term disability.
Lifestyle Spending Account with up to $500 for wellness-eligible expenses.
Employee discount and wellness programs, including currently providing 3 paid hours per week for exercise, volunteering, or personal wellness.
Professional development opportunities, including mentorship options and ongoing coaching.
New Employee Orientation.