Administrative Assistant

Person Centered Services•Wellsville, NY

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. It requires maintaining confidentiality of protected health information and other sensitive organizational information, following agency policies and applicable regulations, and contributing to a respectful, just, and supportive environment aligned with the organization’s commitment to inclusion and belonging.

Requirements

High school diploma or GED.
Ability to work independently, use available resources to solve problems, approach professional responsibilities proactively, and complete work in a timely manner.
Knowledge of Microsoft Word and Excel.
Strong oral and written communication skills.
Organizational skills.
Ability to keep sensitive and privileged information confidential.
Demonstrated cultural competence.
Access to reliable transportation and willingness to travel regularly within the service area.

Nice To Haves

Associate degree.
Familiarity with I/DD provider agencies, OPWDD, or Health Homes.
Office experience.
Experience creating and using tracking systems in Excel.

Responsibilities

Complete program-related typing, copying, data entry, and other administrative tasks, including preparing letters, correspondence, records, reports, and confidential documentation.
Distribute Life Plans to supported individuals and their representatives when notified through the Single Point of Contact, using the method specified by the Care Coordinator and following organizational policies and procedures.
Receive and process returned Life Plan signatures through mail and electronic communication according to established procedures.
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 completion of assigned tasks.
Upload and submit required documentation to statewide databases, authorization systems, and regulatory platforms, including CAS/CANS Assessments and other required records.
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, records retention requirements, and confidentiality standards.
Support records management, including scanning, filing, archiving, retention, and destruction in accordance with organizational policies and regulatory requirements.
Respond to routine inquiries from team members, providers, supported individuals, 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 Microsoft 365 applications, SharePoint, EMR platforms, electronic filing systems, and other administrative software to support daily operations.
Participate in workflow standardization and process improvement initiatives to improve efficiency, consistency, and service quality.
Maintain the confidentiality of protected health information and other sensitive organizational information in accordance with agency policies and applicable regulations.
Perform other duties as assigned.