Administrative Assistant
14 days ago
Los Angeles
Job Description The Administrative Assistant provides high-level administrative and operational support to the Director of Patient Services Receivables, Billing Manager, Payer Enrollment Manager, and other assigned leaders within an FQHC environment. This role coordinates scheduling, meetings, procurement and vendor onboarding tasks, timekeeping support, expense processing, and recruitment administration to ensure efficient department operations and timely follow-through on action items. Benefits: • Free Medical, Dental & Vision, • 13 Paid Holidays + PTO, • 403 (B) retirement match, • Life Insurance, EAP, • Tuition Reimbursement, • Flexible Spending Account, • Continued workforce development & training, • High school diploma or equivalent required; associate degree or higher preferred., • Minimum 3 years of administrative assistant or coordinator experience supporting multiple managers; healthcare, revenue cycle, or FQHC experience strongly preferred., • Demonstrated experience with scheduling complex calendars and coordinating recurring meetings for multiple stakeholders., • Working knowledge of procurement processes, obtaining quotes/bids, and submitting requisitions/invoices., • Experience with HRIS/ATS posting and interview scheduling (e.g., ADP or similar systems)., • Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and comfort learning new software (e.g., Concur, budgeting tools, payer portals, PECOS/CMS)., • Strong organizational skills, attention to detail, and ability to manage multiple priorities with minimal supervision., • Experience supporting billing/receivables, payer enrollment/credentialing, or revenue cycle operations., • Experience working in an FQHC or safety-net healthcare environment., • Familiarity with PECOS/CMS enrollment workflows and common health plan portal administration., • Intermediate Excel skills (filters, pivot tables, lookups) and experience maintaining trackers/logs, and excel/reporting skills., • Strong organization, tracking skills, and attention to detail., • Basic understanding of insurance types Medi-Cal, Medicare, Commercial., • Customer service mindset and professionalism., • Confidentiality and integrity., • Time management and follow-through., • Process orientation and documentation., • Collaboration across departments (Finance/AP, HR, IT, Clinic Operations) Administrative & Department Operations • Provide day-to-day administrative support to the Director of Patient Services Receivables, Billing Manager, and Payer Enrollment Manager; respond to ad hoc requests and prioritize work based on deadlines and departmental needs., • Schedule and coordinate recurring meetings, including weekly 1:1 meeting for managers with approximately 20 staff, bi-monthly department meetings, and other operational huddles., • Manage calendars, conference room/virtual meeting logistics, and meeting invitations; send reminders and ensure required attendees and materials are prepared., • Prepare meeting agendas, take minutes, distribute minutes and action item lists, and follow up with owners on open action items to drive timely completion., • Coordinate ordering breakfasts/lunches for staff meetings in accordance with internal policies and budget parameters., • Order and maintain department stationery and office supplies; reconcile deliveries and resolve vendor issues as needed., • Manage mail and check deliveries. Open mail and maintain check logs and prepare for weekly courier pick up., • Maintain and update departmental shared drive files, annual tracking logs bank deposit list, check write, month end close dates., • Prepare DHCS reconciliation clinic information., • Update Billing department contacts information, run Go TO phone app reports., • Process payer refunds submit finance check request and apply in EMR system., • Run daily bank deposits., • Manage Billing department inbox for patient refunds, Healow portal questions., • Route to appropriate team members., • Maintain department logs (issues, escalations, payer trends)., • Assist with document preparation Policies, workflows, reports, annual sliding fee board approval tracking., • Assist with statement questions. Payment plan set up coordination Escalate complex balance issues to billing team., • Assist with billing department projects organization and tracking., • File and manage paper EOBs., • Submit basic inquiries to payers (status checks, documentation requests)., • Track open tickets with Clearing houses and EMR vendor., • Maintain contact list and escalation pathways., • Organize documentation for audits., • Track missing documentation and follow up with clinics., • Assist with training coordination (scheduling, materials.), • Document current workflows and update SOP’s., • Support setup and onboarding of new billing-related vendors, including collecting W-9s, insurance certificates (as applicable), and required onboarding documentation., • Obtain procurement quotes/bids in accordance with organizational purchasing procedures; document vendor comparisons and route for review/approval., • Prepare and submit Accounts Payable requisitions and supporting documentation; track approvals and resolve issues with incomplete or returned requests., • Support timekeeping processes, including timecard approval workflows twice monthly and follow-up with staff/managers on missing or corrected entries., • Process staff travel requests for offsite conferences, including approvals, registrations, itineraries, and related documentation., • Assist with annual budgeting activities by entering or validating data in budgeting software and coordinating due dates, templates, and supporting schedules., • Activate, inactivate, and reactivate user accounts in health plan portals for clinic support staff (approximately 3–5 per week); maintain access logs and ensure timely updates based on role changes., • Coordinate with the Payer Enrollment Manager and clinic leadership to resolve portal access issues and communicate status updates., • Assist with enrollment for newly hired providers by distributing applications, ensuring completeness., • Support the Payer Enrollment Manager by attending meetings with new payers and IPAs as needed and monitoring submitted applications for pending items., • Complete mandatory quarterly attestations through provider portals, including Availity and Blue Shield provider connect., • Post requisitions for department positions in ADP (or designated HRIS), ensuring job details are complete and appropriately routed for approval., • Screen resumes for minimum qualifications and forward candidate slates to hiring leaders; obtain selection decisions and document outcomes., • Schedule interviews, coordinate panel availability, distribute interview materials, and communicate logistics to candidates., • Maintain confidentiality of employees and patient-related information; handle sensitive operational and personnel items with discretion.
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