Admin Assistant- Medical Processing

AppleOne Employment Services; Novato (CA); On-site; USD 33,000 - 36,000; Full time

Job summary

AppleOne Employment Services in Novato, CA seeks an Administrative Assistant - Medical Processing for a temp-to-hire role. You will support the Medical Processing Department, coordinating scheduling, preparing letters, and translating from English to Spanish.

The position requires strong confidentiality and client communication in a fast-paced legal services environment. This bilingual role offers in-person training with a transition to remote work after training, and collaboration with

Qualifications

• 1–2 years of administrative, clerical, legal support, medical processing, or related office experience.

Responsibilities

• Coordinate client scheduling for medical exams, testing appointments, and Zoom meetings.
• Prepare standardized letters and documents per department protocols.
• Review English-to-Spanish translations for accuracy.
• Maintain confidentiality and handle multiple tasks to meet deadlines.
• Excellent written and verbal communication in a professional tone.
• Coordinate scheduling and support duties as needed.

Skills

Bilingual English/Spanish

Typing 30-40 WPM

Multi-tasking

Written & verbal communication

Confidentiality

Independent & team worker

Problem solving

Tools

WordPerfect

Adobe Acrobat

Excel

Microsoft Word

Database systems

Job description

Job Summary

We are seeking a detail-oriented Administrative Assistant - Medical Processing for a temp-to-hire opportunity in Novato, CA. This role supports a busy Medical Processing Department within the legal services industry by helping move cases forward through accurate administrative support, client communication, scheduling, document preparation, and follow-up.

This is an excellent opportunity for a bilingual English/Spanish administrative professional who enjoys meaningful client interaction, organized case support, and working in a fast-paced professional office environment. The team values reliability, initiative, confidentiality, and clear communication. In-person training will be provided to help you learn department processes, with the position transitioning to remote work after training.

You will work closely with internal staff, attorneys, outside medical facilities, and Spanish-speaking clients in a team-oriented setting where attention to detail and follow-through are essential to success.

Key Responsibilities

• Serve as a liaison with Spanish-speaking clients to schedule radiologic exams, pulmonary function tests, and Zoom appointments with experts.
• Prepare form letters and administrative documents according to established department protocols.
• Review letters translated from English to Spanish to help ensure accuracy and consistency.
• Communicate professionally with internal staff, attorneys, outside medical facilities, and other contacts while maintaining confidentiality.
• Support case movement by completing assigned administrative tasks accurately and on deadline.
• Assist with additional clerical and department support duties as assigned.

Compensation and Benefits

• Pay range: $24 to $26 per hour.
• Job type: Temp-to-hire.
• Location: Novato, CA.
• Work arrangement: In-person training to start, then remote.

Required Qualifications and Skills

• Coordinate client scheduling for medical exams, testing appointments, and expert Zoom meetings.
• Prepare standardized correspondence and form letters following established procedures.
• Review English-to-Spanish translated letters for accuracy.
• Support the Medical Processing Department with case-related administrative tasks.
• 1 to 2 years of administrative, clerical, legal support, medical processing, or related office experience.
• Bilingual English/Spanish communication skills required.
• Accurate typing speed of 30 to 40 WPM.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, organize workload, and consistently meet deadlines.
• Professional communication style when working with internal teams, attorneys, clients, and outside facilities.
• Strong attention to detail and ability to maintain confidentiality of firm and case-related matters.
• Ability to work independently and as part of a team in a fast-paced, high-pressure environment.
• Problem-solving mindset with initiative to take the next step when needed.

Preferred Qualifications

• Familiarity with medical records and medical bills.
• Experience using WordPerfect, Adobe Acrobat, Excel, Microsoft Word, and database systems.
• Prior experience in a legal services, medical records, claims, or case processing environment.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.