Administrative Assistant

We 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.