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Administrative Assistant
Job
Robert Half
Ronkonkoma, NY (In Person)
Full-Time
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Job Description
We are looking for a detail-oriented Administrative Assistant to support a Children's Care Management team in New York. This Long-term Contract position is ideal for someone who enjoys keeping office operations organized, managing records accurately, and providing a welcoming experience for clients, visitors, and staff. The role combines front-desk support, administrative coordination, and data management within a healthcare environment. Success in this position requires discretion and the ability to handle multiple priorities with care.
Responsibilities:
- Organize and maintain client files by creating new records, archiving inactive charts, tracking stored documents, and keeping the file room orderly and accessible.
- Process documentation by filing paper forms, scanning records, and uploading materials into electronic systems to keep information complete and current.
- Prepare and send client correspondence as requested, ensuring mailings are accurate and completed on time.
- Welcome clients, visitors, and partner organizations in a courteous manner while maintaining a clean, organized, and inviting reception area.
- Manage incoming and outgoing calls efficiently, directing inquiries appropriately and providing responsive customer service.
- Enter and update information in electronic health record platforms, including demographic details, assignments, and progress-related documentation.
- Review records for accuracy and completeness, including assessments, releases, insurance details, and supporting eligibility documentation.
- Verify Medicaid coverage and complete, audit, and submit daily encounter logs to reflect services and activities accurately.
- Monitor office and program resources such as supplies, outreach materials, postage, shredding services, kitchen items, keys, and department vehicle coordination.
- Communicate urgent client matters, facility concerns, and operational issues to supervisors, and participate in staff meetings, trainings, and occasional evening or weekend support as needed.