Administrative Assistant I

Pioneer Human Services; Tacoma (WA); On-site; USD 24,000 - 32,000; Full time

Job summary

Pioneer Human Services is seeking an Administrative Assistant I to support a dynamic team in Washington. The role focuses on clerical tasks, billing, scheduling, and data management to ensure efficient operations and quality client service.

Ideal candidates have a year of office experience, strong Excel skills, and excellent communication. A high school diploma or GED is required, with AA as a preferred credential. This position emphasizes teamwork and reliable office support.

Qualifications

• High School Diploma or GED required; at least one year of clerical/office experience.
• Proficient with Microsoft Excel and Microsoft Office Suite.
• Excellent oral and written communication skills.
• If operating company vehicles, maintain a safe driving record and auto liability insurance.

Responsibilities

• Prepare monthly invoices and reports for all contract providers.
• Create and distribute contractual deliverables before deadlines.
• Collect data for quarterly deliverables and QA reporting.
• Assist with insurance and private pay billing and data entry.
• Maintain databases and run routine reports for QA purposes.
• Provide professional documentation and correspondence; file client records.
• Answer phones, order supplies, distribute mail, and support office operations.
• Schedule client appointments and make reminder calls as needed.

Skills

Microsoft Excel

Microsoft Office

Communication skills

Education

High School Diploma or GED

AA degree in office administration, business, or healthcare field

Job description

Description

If you are looking for employment with a purpose where you can help improve the daily lives of the members of your community, then consider a career with Pioneer Human Services!

Description

If you are looking for employment with a purpose where you can help improve the daily lives of the members of your community, then consider a career with Pioneer Human Services!

We are currently looking for an Administrative Assistant I with a passion for human services. This is an exciting opportunity to be involved with an organization focused on a transformative path towards social change, creating pathways for rehabilitation, reintegration, and redemption.

Who we are – Our Mission

We empower justice-involved individuals to overcome adversity and reach their full potential.

For over 60 years, we have proudly serviced our clients with professionalism and empathy. We are a nationally recognized non-profit with 35+ locations across Washington state that provided a chance for change to over 9,500 individuals in 2024.

What We Offer

At Pioneer, our employees are our most valuable asset. That’s why we’re proud to offer a comprehensive Total Rewards package designed to support your health, security, and work-life balance.

Compensation

New hires for this position typically start between $17.30 and $23.35 hourly, depending on factors such as work location, experience, qualifications, skills, competencies, internal equity, and market conditions. While the full pay range is provided to support pay transparency, individual compensation will vary within the range based on these factors.

Benefits That Invest In You

At Pioneer, we offer a comprehensive benefits package designed to support your health, financial well-being, and continued growth.

Health & Wellness Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Flexible Spending Account (FSA)
• Dependent Care Flexible Spending Account

Financial Protection

• Employer-provided life insurance
• Accidental Death & Dismemberment (AD&D) insurance
• Disability coverage

Invest in Your Future

• Front-Loaded Tuition Assistance
• Retirement Plan
• Employee recognition programs
• Public transportation discounts
• Employee Assistance Program (EAP)

Join Pioneer and build more than a career. Be part of a team that supports your well-being, recognizes your contributions, and invests in your future.

Benefit eligibility, coverage, contributions, and program provisions are subject to the terms of the applicable benefit plans and policies.

What you'll do

The Administrative Assistant supports the assigned group with administration duties, they will assist with contract and insurance billing, fee collections, client scheduling and database management. As the Administrative you will ensure provision of quality and cost effective services.

Primary/essential Duties And Responsibilities Are But Not Limited To

• Preparing monthly invoices and reports as requested for all contract providers
• Creating and distributing, prior to designated deadlines, all contractual deliverables
• Collecting required data for all quarterly deliverables
• Assisting with insurance and private pay billing
• Database entry and management including running reports
• Developing and maintaining internal tracking systems and reports for QA purposes
• Preparing professionally written documentation and correspondence
• Copying and maintaining forms/documents/new client files
• Filing of agency correspondence and assisting with maintenance of clinical records
• Performing general offices tasks including; answering phones, ordering office supplies, distributing mail, light cleaning, and maintaining and operating copier, fax machine, phone/voice mail systems, and document shredder
• Assists Director in gathering and analyzing data related to Quality Assurance activities to maintain quality of care consistent with or exceeding Washington State standards
• Analyzes data from multiple data sources as directed
• Prepares and assists in the preparation of data reporting as directed
• Providing excellent customer service to staff, clients and community partners.
• Scheduling client appointments
• Making appointment reminder calls as needed
• Engages in clear, consistent, and professional communication with clients, program staff, service providers and community members
• Will perform/observe UA screens periodically

What you'll bring

• High School Diploma or GED
• At least one year of clerical/office experience
• Proficient with Microsoft Excel in addition to other Microsoft Office Suite applications
• Excellent oral and written communication skills
• Employees who operate their own or PHS vehicles on PHS business, must have a safe driving record as defined by PHS
• Employees who operate their own vehicle(s) on PHS business must carry auto liability insurance that complies with the requirements of PHS

Preferably you'll bring

• AA degree in office administration, business, or healthcare field
• Previous experience dealing with medical claims to insurance carriers

Previous experience working in healthcare office or similar setting preferred

EEO

Pioneer human services is an equal opportunity employer of minorities/women/individuals with disabilities/protected veterans and does not unlawfully discriminate under federal, state, or local laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status. EEOC is the Law/EEO Policy Statement

Pioneer Human Services is a Drug-Free Company

Pioneer Human Services is a drug free company. This position has been deemed safety sensitive under RCW 49.44.240(3) and is subject to both pre-employment drug testing and drug testing during employment, to include testing for marijuana.