Administrative Assistant in Depew, NY

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, which requires this position to be promptly at work during normal office hours on a daily basis and to provide administrative support to Family Choice of New York.
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.
• May prepare orientation material for new physicians and facilities.
• Compile information needed for written check requests, communication with corporate office and tracks approved requests.
• May assist with completion of the monthly balance sheet for FCNY Corporate cards.
• Distribute monthly membership reports to participating physicians and facilities/ groups.
• Monthly note faxing from electronic health system to PCP per request on Joint Communication Guide.
• Resend clinical note faxes that did not go through successfully from 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 properly identified and provided badges.
• Handle all incoming calls in a professional manner and direct callers 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.
• Email invoices, bills and other documents to Corporate Headquarters for processing.
• Maintain office supply inventory, communicate and update with the Office Manager/Sales Coordinator bi-weekly or more frequently as necessary.
• Provide administrative support with credentialing/pre-employment tasks as assigned. i.e. new hire binders, credentialing support.
• Copy and prepare new hire general paperwork and general onboarding binders.
• Ensure role-specific binders and checklists are updated and prepare copies for new hires prior to start.
• Create employee files; labels with name and start date and placing labels on files.
• Copy and prepare employee annual paperwork at the direction of the Human Resources Manager.
• Update and maintain Address and Birthday/Anniversary lists.
• 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 stakeholders in the community.

Job Type: Full-time, 8-hour shift, Monday to Friday

Pay: $20.50 - $21.00 per hour

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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, age, or national origin.


To apply, please email via Quick Apply