Administrative Assistant

P & A Administrative Services, Inc; Village of Williamsville (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

P & A Administrative Services, Inc is seeking an Administrative Assistant to support the Reimbursement Account Services Client Support team. The role focuses on accurate processing of reimbursements, report distribution, and prompt resolution of discrepancies while maintaining HIPAA compliance.

Ideal candidates have 1–2 years in an administrative/clerical role, strong communication skills, and proficiency in Word, Excel and Outlook to manage multiple tasks in a fast-paced environment.

Qualifications

• Solid written and verbal communication skills.
• Ability to interact with clients and colleagues professionally.
• Strong organizational and time management capabilities.
• Proficient in Microsoft Office suite and data entry.

Responsibilities

• Reviews and reconciles daily reimbursement reports and totals.
• Distributes reports to the Client Support team daily.
• Resolves discrepancies on assigned reports and escalates to management as needed.
• Pre-indexes reimbursement requests and coordinates enrollment setup.
• Supports online enrollment platform users and assists with issues.

Skills

Communication

Multi-tasking

Attention to detail

Time management

Professional communication

Education

High School Diploma or Equivalent

Associate degree preferred

Tools

Word

Excel

Outlook

Job description

Description

Scope/Impact

Under direct supervision, the Administrative Assistant function is directly responsible for providing support to the Reimbursement Account Services Client Support team to maximize quality, quantity, cost-effectiveness, profitability, and total customer/client satisfaction.

Effective performance of all duties and responsibilities of the position will ensure accurate and timely completion of required tasks and compliance within established procedures and required timelines.

Essential Functions

• Reviews and reconciles daily reimbursements reports & totals.
• Reviews & distributes all necessary reports to the Client Support team daily.
• Resolves all identified participant & client discrepancies on all assigned reports promptly & escalates concerns to the Client Support Specialist and/or management
• Pre-indexes all reimbursement requests.
• Coordinate online enrollment setup for the Reimbursement Account Services team. Set up online enrollment software parameters specific to each client’s plan document details.
• Communicates and supports clients who utilize the online enrollment platform and assists clients with on-line issues as needed.
• Process participant enrollments, terminations and changes reported by employers
• Reconciles and posts all participant repayments into all plans.
• Provide support to Client Support Specialists as needed
• Assist Participant support center with related questions and issues as needed.
• Performs all duties and responsibilities in a timely and effective manner in accordance with established department procedures.

Other Function(s)

• Champion P&A Group values and policies.
• Maintain data protection, privacy, security and HIPAA compliance for participants and clients.
• Assist the department manager in the training of new Assistants and support personnel when needed
• Completes any additional assignments as requested by the Client Support Team and management team

Requirements

Minimum Requirements

EDUCATION / EXPERIENCE

• High School Diploma or Equivalent required
• Associate degree preferred
• 1 – 2 years of experience in an administrative/clerical environment
• 1 year claim or participant support experience preferred

SKILLS/KNOWLEDGE/COMPETENCIES

• Solid oral and written communication skills with ability to convey one’s message with diplomacy and tact
• Ability to effectively interact, present information, and respond to questions from customers, colleagues and management
• Ability to effectively manage multiple priorities utilizing effective organizational and time management practices
• Self-starter with the ability to work independently in a fast-paced environment with critical deadlines
• Ability to interact with all levels of management and team members
• Strong attention to detail
• Intermediate knowledge of Word, Excel and Outlook
• Working knowledge of alternative support systems used within P&A Group

TRAVEL

No travel is required for this role

Working Conditions

Fast-paced work environment; flexibility to work schedules as required due to changing business demands. Occasional overtime is required. The work environment is moderately sedentary and typical of general office conditions regarding standing, sitting, walking and lifting; no adverse conditions.

An equal opportunity employer and a smoke, drug and alcohol-free workplace.

Other

Completes any additional assignments and projects as requested by management.

This job description is designed to cover a general list of responsibilities and expectations for this role and does not contain a complete listing of activities, duties or responsibilities that are required for the role. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time with or without advance notice.