Administrative Assistant
2 days ago
Ronkonkoma
Job DescriptionWe are looking for an Administrative Assistant to provide dependable operational and front-desk support for a Children’s Care Management Program in New York. This Long-term Contract position is ideal for someone who is highly organized, attentive to detail, and comfortable balancing reception, record management, and data entry responsibilities in a healthcare setting. The person in this role will help keep daily administrative functions running smoothly while supporting accurate documentation, clear communication, and a welcoming office environment. Responsibilities: • Organize, update, and maintain client files, including creating new records, archiving closed charts, tracking stored files, and keeping the file room orderly and accessible., • Process paperwork by filing hard-copy documents, scanning records, and uploading materials into designated electronic systems with accuracy and timeliness., • Manage routine correspondence by preparing and sending client letters and other program-related mailings as requested., • Welcome clients, visitors, and other contacts in a courteous manner while maintaining a clean, organized, and inviting reception area., • Handle incoming and outgoing phone calls efficiently, directing calls appropriately and providing responsive, service-oriented communication., • Enter and update client information in electronic health record platforms, including demographic details, assignments, and progress-related documentation., • Review records for completeness and accuracy, ensuring required forms, releases, eligibility support, and insurance information are properly documented., • Verify Medicaid coverage, complete daily encounter log audits and submissions, and support ongoing program tracking and reporting needs., • Monitor office and program supplies, coordinate routine operational needs such as postage and shredding services, and assist with department keys and vehicle usage records., • Communicate urgent client matters, facility concerns, and other operational issues to leadership or supervisors, and participate in required meetings, trainings, and occasional after-hours support when needed.• At least 3 years of administrative support experience, preferably within healthcare, care management, or a similar regulated environment., • Demonstrated ability to perform receptionist duties, including greeting visitors, managing front-desk activity, and handling inbound calls professionally., • Strong data entry skills with the ability to maintain accurate records across paper files and electronic systems., • Experience working with confidential information and following privacy standards when handling personal or clinical documentation., • Proficiency with general office tasks such as filing, scanning, mailing, inventory tracking, and document organization., • Ability to manage multiple priorities, stay organized, and maintain attention to detail in a fast-paced setting., • Comfortable using computer-based record systems and administrative software to update, review, and maintain client information.