Administrative Assistant

Person Centered Services•West Seneca, NY

10d•Onsite

About The Position

The Administrative Assistant for Operations provides administrative and operational support to the Care Coordination and Support Department. The role supports office operations, document processing, records management, mail coordination, customer service, and administrative workflows. The position works three days per week from the West Seneca office and two days per week from the Tonawanda office.

Requirements

High school diploma or GED required.
Knowledge of Microsoft Word and Excel.
Strong oral and written communication skills.
Strong 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.
Ability to work independently, use available resources to solve problems, proactively approach professional responsibilities, and complete work in a timely manner.

Nice To Haves

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

Responsibilities

Complete program-related typing, copying, data entry, and other administrative work, including preparing letters, correspondence, records, reports, and confidential documentation.
Distribute Life Plans to individuals supported and their representatives after notification through the Single Point of Contact (SPOC), following organizational procedures and the Care Coordinator’s specified method.
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 operational workflows and monitor 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 for 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 on audit findings and corrective actions.
Receive, process, sort, scan, distribute, and maintain incoming mail, documentation, and records according to organizational procedures, retention requirements, and confidentiality standards.
Support records management, including scanning, filing, archiving, retention, and destruction of documents in accordance with organizational policies and regulatory requirements.
Serve as a professional and responsive point of contact for team members, providers, individuals supported, families, and external stakeholders; respond to routine inquiries 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 intended to improve efficiency, consistency, and service quality.
Protect confidential 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.