Administrative Assistant

Person-Centered-Services; Town of West Seneca (NY); Hybrid; USD 36,000 - 54,000; Full time

Job summary

Person-Centered-Services is hiring an Administrative Assistant for Operations to support Care Coordination and Support. This role combines office management, data processing, and document workflows across two offices in West Seneca and Tonawanda.

The position requires handling Life Plans, EMR documents, audits, and communications with individuals supported, families, and staff. Strong confidentiality and Microsoft 365 skills are essential.

Qualifications

• High school diploma or GED required.
• Associate degree is preferred but not required.
• Prior office experience is beneficial.
• Familiarity with I/DD provider context is a plus.

Responsibilities

• Provide administrative support to Care Coordination and Support Department.
• Manage office operations, records, mail, and workflows.
• Process Life Plans and signatures per policy.
• Maintain EMR-related documentation and trackers.
• Upload docs to statewide databases and regulatory platforms.
• Assist with enrollments, notices, and audits.
• Respond to routine inquiries from staff and stakeholders.
• Ensure confidentiality and compliance with regulations.

Skills

Independent work

Communication skills

Confidentiality

Organizational skills

Cultural competence

Education

High School Diploma/GED

Associate degree, preferred

Tools

Microsoft Word

Excel

Job description

Administrative assistant, operations

***This position requires working out of our West Seneca office three days per week and working from our Tonawanda office two days per week.***

JOB SUMMARY

The Administrative Assistant for Operations is responsible for providing administrative and operational support to Care Coordination and Support Department team members through management of office operations, document processing, records management, mail coordination, customer service, and administrative workflows.

ESSENTIAL FUNCTIONS

• Complete program-related typing, copying, data entry, and other administrative tasks, including preparation of letters, correspondence, records, reports, and confidential documentation.
• Upon notification within the Single Point of Contact (SPOC), distribute Life Plans to individuals supported and their representatives in accordance with organizational policies and procedures using the method identified by the Care Coordinator (mail, email, or other approved methods).
• Receive and process returned Life Plan signatures through mail and electronic communication in accordance with established procedures.
• Distribute, upload, and organize supporting documentation within the Electronic Medical Record (EMR) while appropriately notifying necessary parties and maintaining accurate records.
• Maintain department trackers, spreadsheets, databases, and other tools used to support operational workflows and monitor completion of assigned tasks.
• Upload and submit required documentation to statewide databases, authorization systems, and regulatory platforms, including CAS/CANS Assessments and other required records.
• Complete administrative tasks associated with new enrollments, including distribution and processing of required documents such as Welcome Letters, Notices of Decision (NOD), and other enrollment materials.
• Assist with internal and external audit activities, including document retrieval, distribution, uploading, tracking, and follow-up activities related to audit findings and corrective actions.
• Receive, process, sort, scan, distribute, and maintain incoming mail, documentation, and records in accordance with organizational procedures, records retention requirements, and confidentiality standards.
• Support records management activities, including document scanning, filing, archival, retention, and destruction in accordance with organizational policies and regulatory requirements.
• Serve as a professional and responsive point of contact for team members, providers, individuals supported, families, and external stakeholders by responding to routine inquiries and routing concerns to appropriate staff.
• Monitor assigned work queues and administrative tasks, prioritize workload appropriately, and elevate barriers that may impact service delivery or compliance.
• Utilize organizational systems and technology, including Microsoft 365 applications, SharePoint, EMR platforms, electronic filing systems, and other administrative software to support daily operations.
• Participate in workflow standardization, and process improvement initiatives designed to improve efficiency, consistency, and service quality.
• Maintain confidentiality of protected health information and other sensitive organizational information in accordance with agency policies and applicable regulations.
• Perform other duties as assigned.

OTHER DUTIES

• Commits to a respectful, just, and supportive environment for all individuals and team members aligning with the organization’s commitment to inclusion and belonging.
• Other duties as necessary or assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Ability to work independently, use available resources to solve problems, proactively approach professional responsibilities, and complete work in a timely manner.
• Knowledge of Microsoft Word and Excel
• Strong oral and written communication skills, and organizational skills
• Ability to keep sensitive and privileged information confidential
• Demonstrates cultural competence

EDUCATION & EXPERIENCE

• High School Diploma/GED required.
• Associates Degree, preferred.
• Familiarity with I/DD provider agencies, OPWDD, or Health Homes, preferred.
• Office Experience preferred
• Experience creating and utilizing tracking systems in Excel preferred.
• Must have access to reliable transportation and be willing to travel regularly within the service area