Administrative Assistant in Depew, NY


Family Choice of New York Posted: 2025-01-23

Depew, NY 14043

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Salary Range: $20.50 - $21.00 per hour

The primary role of this position is to provide exceptional customer service, to greet visitors or clients and answer telephone calls.
This position also provides administrative support to Family Choice of New York LLC and Family Choice of New York Medical, PC under the direction of the Office and ISNP Sales Coordinator.
This role will require giving administrative support in a timely manner to help others meet the goals of the organization.

TASKS
· Prepare (type, photocopy, fax, and scan) and distribute documents and routine correspondence including: letters, surveys, memos, and reports.
· Maintain office files.
· Letters, correspondences, envelope stuffing (administrative functionality).
· Schedule and coordinate arrangements for meetings as requested.
· Prepare orientation material for new physicians and facilities.
· Compile information needed for written check requests, communicates with corporate office and tracks and logs transactions as back up support when directed by Office Coordinator/COO.
· Create monthly balance sheet for FCNY Corporate cards.
· Distribute monthly membership reports to participating physicians and facilities/ groups.
· Fax and/or print all clinical notes in the electronic health system per FCNY guidelines on a daily basis as needed.
· Maintain company binders (master), update such binders at the request of department lead and make copies as needed.
· Prepare mailings as requested.
· Greet visitors and/or clients in a calm, courteous and professional demeanor via phone and/or in person.
· Maintain the Family Choice Visitor Log and make certain visitors are properly identified and provided badges.
· Handle all incoming calls in a professional manner and direct caller to the appropriate staff member or department in a timely manner.
· Receive and record accurate phone messages and deliver them promptly.
· Manage multiple, simultaneous calls.
· Sort and distribute mail.
· Fax invoices, bills and other documents to Corporate Headquarters for processing.
· Maintain office supply inventory, communicate and update with the Office and ISNP Sales Coordinator bi-weekly or more frequent as necessary.
· Provide cross-coverage for other administrative staff within the organization.
· Additional duties as assigned.

EDUCATION: High school diploma.

EXPERIENCE: Minimum five (5) years working in a secretarial/administrative support role, preferably in a health care setting.

ABILITIES:
• Familiarity with health care terms and general office procedures including filing and telephone systems.
• Excellent written and verbal communication skills.
• Experience developing written materials such as letters, memos, and forms.
• Able to perform accurate basic mathematical skills.
• Working knowledge of Microsoft office software; Excel, Word, Visio, PowerPoint.
• Excellent customer service skills when answering phones and assisting callers.
• Requires outstanding people and communication skills.
• Must be able to build and maintain collaborative, cooperative, productive relationships with all internal and external customers including members and their families, nursing facility staff, physicians, the health plan and any other stake holders in the community.

Job Type: Full-time

Pay: $20.50 - $21.00 per hour

Expected hours: 40 per week

Schedule: 8 hour shift, Monday to Friday


Benefits: 401(k), 401(k) matching, Dental insurance, Employee assistance program, Flexible schedule, Flexible spending account, Health insurance, Life insurance, Paid time off

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