Administrative Assistant - Onsite - Madison, WI

Gainwell Technologies; Madison, Northern (WI, KY); Hybrid; USD 29,000 - 42,000; Full time

Benefits offered by this job

Generous vacation policy

401(k) employer match

Comprehensive health benefits

Educational assistance

Job summary

Gainwell Technologies in Madison, WI is seeking a detail-oriented Administrative Assistant to support our Disability Determination Bureau program. You will handle customer communication, documentation, medical records management, and case support to keep claims moving efficiently.

You will work with claimants, providers, employers, and other stakeholders, maintaining electronic records and ensuring confidentiality while contributing to process improvements and excellent service.

Qualifications

• High school diploma or equivalent with 2+ years in administrative support or related experience.
• Experience in a high-volume telephone environment with strong communication skills.
• Excellent organization and attention to detail with confidentiality.
• Proficiency in Microsoft Office; quickly learn new systems.
• Experience in healthcare, disability services, medical records or claims processing is preferred.

Responsibilities

• Communicate with claimants, providers, employers, attorneys, and stakeholders to obtain information needed to support disability claims.
• Maintain accurate electronic documentation, case notes, and claim files while ensuring confidentiality and data integrity.
• Review, process, and organize medical records and supporting documentation to help facilitate timely claim processing.
• Research discrepancies, resolve documentation issues, and follow established procedures to ensure compliance with program requirements.
• Collaborate with supervisors and team members to support operational goals, customer service excellence, and continuous process improvement.

Skills

High-volume telephone experience

Strong verbal and writtencommunication

Excellent organizational skills

Microsoft Office proficiency

Education

High school diploma or equivalent

2+ years administrative support experience

Tools

Microsoft Office Suite

Job description

Madison, WI, US, 53784-0001

Great companies need great teams to propel their operations. Join the group that solves business challenges and enhances the way we work and grow. Working at Gainwell carries its rewards. You’ll have an incredible opportunity to grow your career in a company that values your contributions and puts a premium on work flexibility, learning, and career development.

Summary

Gainwell Technologies is seeking a detail-oriented and customer-focused Administrative Assistant to support our Disability Determination Bureau (DDB) program. In this role, you will support disability claim processing through customer communication, documentation, medical records management, and case support.

You will communicate with claimants, healthcare providers, employers, and other stakeholders while maintaining accurate electronic records and helping ensure cases move through the process efficiently and accurately.

Your role in our mission

• Communicate with claimants, healthcare providers, employers, attorneys, and other stakeholders to obtain information needed to support disability claims.
• Maintain accurate electronic documentation, case notes, and claim files while ensuring confidentiality and data integrity.
• Review, process, and organize medical records and supporting documentation to help facilitate timely claim processing.
• Research discrepancies, resolve documentation issues, and follow established procedures to ensure compliance with program requirements.
• Collaborate with supervisors and team members to support operational goals, customer service excellence, and continuous process improvement.

What we're looking for

• High school diploma or equivalent with two (2) or more years of administrative support, customer service, healthcare support, insurance, claims processing, call center, or related experience.
• Experience working in a high-volume telephone environment with strong verbal and written communication skills.
• Strong organizational skills, attention to detail, and the ability to accurately document information while maintaining confidentiality.
• Proficiency with Microsoft Office applications and the ability to quickly learn new systems and technology.
• Experience supporting healthcare, disability services, medical records, claims processing, government programs, or other regulated environments is preferred.

What you should expect in this role

• Spend a significant portion of your day communicating by telephone with claimants, healthcare providers, employers, and other business partners.
• Manage electronic documentation, medical records, and case information while maintaining high standards of accuracy and confidentiality.
• Receive comprehensive training, ongoing support, and opportunities for professional growth.
• Join a collaborative team committed to delivering exceptional customer service and supporting disability determination programs that help individuals access important services.

This position is being posted for pipelining purposes to build a pool of qualified candidates for current and future opportunities.

The pay range for this position is $29,100 - $41,600 per year, however, the base pay offered may vary depending on geographic region, internal equity, job-related knowledge, skills, and experience among other factors.

• All salaried, full-time candidates are eligible for our generous, flexible vacation policy, a 401(k) employer match, comprehensive health benefits , and educational assistance.
• We also have a variety of leadership and technical development academies to help build your skills and capabilities.

We believe nothing is impossible when you bring together people who care deeply about making healthcare work better for everyone. Build your career with Gainwell, an industry leader. You’ll be joining a company where collaboration, innovation, and inclusion fuel our growth. Learn more about Gainwell at our company website and visit our Careers site for all available job role openings.

Gainwell Technologies is an Equal Opportunity Employer, where all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical condition), age, sexual orientation, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Gainwell Technologies defines “wages” and “wage rates” to include “all forms of pay, including, but not limited to, salary, overtime pay, bonuses, stock, stock options, profit sharing and bonus plans, life insurance, vacation and holiday pay, cleaning or gasoline allowances, hotel accommodations, reimbursement for travel expenses, and benefits.