Administrative Assistant

Aston Carter; Spokane (WA); On-site; USD 26,000 - 30,000; Full time

Job summary

Aston Carter is seeking an Administrative Assistant to join our Spokane, WA team for a contract-to-hire role. The position focuses on processing participant claims, assisting participants and employer groups, and maintaining records in line with plan and IRS requirements.

You will handle data entry, customer inquiries, and everyday administrative tasks using Excel, Outlook, and Word, with a strong emphasis on accuracy and compliance.

Qualifications

• 1 year of administrative experience minimum.
• Experience handling documents, records, and office workflows.
• Customer service experience in benefits/healthcare/insurance is preferred.
• Proficient data entry with accuracy and speed.
• Experience with front desk/reception duties and inquiries.
• Strong communication, verbal and written.
• Attention to detail and organizational skills.

Responsibilities

• Process participant claims and reimbursements within established timelines.
• Review debit card transactions and verify substantiation for eligibility and compliance.
• Assist participants by phone and email with questions about expenses, balances, and plan rules.
• Support employer groups with plan setup, reporting, renewals, and troubleshooting.
• Maintain accurate records to ensure IRS/plan compliance.
• Perform routine account audits to identify and resolve discrepancies.
• Assist with system updates, testing new features, and documenting issues or enhancements.
• Contribute to process improvements to streamline workflows and accuracy.
• Perform general administrative tasks including data entry, filing, and document preparation.
• Collaborate with team to ensure high-quality service.

Skills

Administrative experience

Customer service

Data entry

Excel proficiency

Office software

Reception duties

Attention to detail

Written communication

Education

High school diploma or equivalent

Tools

Microsoft Excel

Outlook

Word

Job description

Job Description

The Administrative Assistant supports a consumer-driven healthcare department by processing participant claims, assisting participants and employer groups, and maintaining accurate records in compliance with applicable plan and IRS requirements. This role combines administrative support, customer service, and data entry with a focus on benefits-related processes and continuous improvement.

Job Title: Administrative Assistant

The Administrative Assistant supports a consumer-driven healthcare department by processing participant claims, assisting participants and employer groups, and maintaining accurate records in compliance with applicable plan and IRS requirements. This role combines administrative support, customer service, and data entry with a focus on benefits-related processes and continuous improvement.

Responsibilities

• Process participant claims and reimbursements accurately and within established timelines.
• Review debit card transactions and verify substantiation documentation to ensure eligibility and compliance.
• Assist participants by phone and email with questions about eligible expenses, account balances, and plan rules.
• Support employer groups with plan setup, reporting, renewals, and troubleshooting plan-related issues.
• Maintain accurate records and documentation to ensure compliance with IRS guidelines and plan requirements.
• Perform routine account audits to identify and resolve discrepancies in a timely manner.
• Assist with system updates, including testing new features and documenting any issues or enhancements.
• Contribute to process improvement initiatives by identifying opportunities to streamline workflows and enhance accuracy.
• Perform general administrative support tasks, including data entry, filing, and document preparation.
• Collaborate with team members in the consumer-driven healthcare department to ensure consistent, high-quality service.

Essential Skills

• At least 1 year of administrative experience.
• Administrative support experience, including handling documents, records, and office workflows.
• Customer service experience, preferably in a benefits, healthcare, insurance, finance, or related environment.
• Proficiency in data entry with a focus on accuracy and speed.
• Experience with front desk or reception duties, including handling calls and inquiries.
• Proficiency in Microsoft Excel, including performing Excel calculations.
• Proficiency with Microsoft Office applications, including Outlook and Word.
• Strong verbal and written communication skills.
• Strong attention to detail and organizational skills.
• High school diploma or equivalent.
• 13 years of experience in benefits administration, healthcare, insurance, finance, or a related field.

Additional Skills & Qualifications

• Experience working with claims, reimbursements, or benefits-related transactions.
• Comfort working in a fast-paced administrative or customer-focused environment.
• Ability to interpret and follow plan rules and guidelines.
• Ability to collaborate with cross-functional teams and employer groups.
• Interest in process improvement and willingness to participate in system testing and updates.
• Desire for a long-term career with opportunities for promotion and growth within the department.

Work Environment

This role is based in a consumer-driven healthcare department and follows a Monday through Friday schedule, typically from 8:00 a.m. to 5:00 p.m., with an early departure at 4:00 p.m. on Fridays. The position operates in an office environment using Microsoft Office tools such as Excel, Outlook, and Word, along with internal systems for claims processing and account management. The team culture is family-oriented, where employees are treated as more than just a number and work closely together in a supportive setting. Upon conversion to a permanent role, the position offers union membership, competitive union benefits, medical, vision, and dental insurance coverage, 10 paid holidays, and opportunities for long-term career growth and promotion within the department. The workplace emphasizes a collaborative, welcoming atmosphere and provides free food and snacks as part of the employee experience.

Job Type & Location

This is a Contract to Hire position based out of Spokane, WA.

Pay And Benefits

The pay range for this position is $19.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Nov 5, 2026.

Workplace Type

This is a fully onsite position in Spokane, WA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.