Administrative Assistant

Person Centered Services•Rochester, NY

12d

About The Position

The Administrative Assistant for Care Coordination is responsible for providing clerical and administrative support for the Care Coordination department. This role involves managing various administrative tasks, maintaining databases and records, assisting with applications and referrals, and ensuring accurate documentation within the Electronic Medical Health system. The position also requires a commitment to fostering an inclusive and belonging environment.

Requirements

High School Diploma/GED required.
Ability to find and use available resources to solve problems while being self-directed.
Knowledge of Microsoft Word and Excel.
Strong oral and written communication skills.
Strong organizational skills.
Ability to keep sensitive and privileged information confidential.
Demonstrates cultural competence.
Proactively approaches professional responsibilities.
Ability to complete work in a timely manner.
Must have access to reliable transportation and be willing to travel regularly within the service area.

Nice To Haves

Associates 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

Completes program-related typing, copying, and other clerical tasks to include letters, correspondence, memos, records, and reports.
Answers and tracks incoming intake calls and responds to inquiries and escalating to others as necessary.
Sorts and files correspondence, program records, case notes, etc.
Completes confidential typing and data entry as requested.
Establishes and maintains department databases.
Creates and maintains all department forms.
Creates and maintains department spreadsheets/trackers/reports.
Attends department meetings, as needed, to take notes.
Assists in scheduling meetings, booking rooms, maintaining shared drives/calendars, tracks info (billing, caseloads etc.), mail/postage.
Assists Intake Specialist with completion/submission of applications/referrals for services and benefits/entitlements.
Uploads and submits documents to statewide databases/authorization systems.
Keeps intake dashboard updated and accurate.
Monitors and reviews enrollments prior to the transition to Care Coordination.
Utilizes statewide databases to verify eligibility, status, and demographic information.
Documents and constructs reports in the Electronic Medical Health system.
Commits to a respectful, just, and supportive environment for individuals and team members aligning with the organization’s commitment to inclusion and belonging.
Sets and promotes a culture focused on inclusion and belonging in all business practices.