Hybrid Operations & Records Administrative Assistant

Person Centered Services Care Coordination Organization, LLC; Buffalo (NY); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

PTO 20 days

Holidays 13

Health insurance

401(k) match

Wellness program

Mentorship

Job summary

Person Centered Services has a commitment to high-quality, person-centered care with offices in West Seneca and Tonawanda. The Administrative Assistant for Operations provides essential support to the Care Coordination and Support Department, handling office operations, records processing, mail coordination, and customer service.

You will use Microsoft 365 and EMR systems to manage documents, track tasks, and support audits, while ensuring confidentiality and regulatory compliance.

Qualifications

• 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.

Responsibilities

• Complete program-related typing, copying, data entry, and other administrative tasks, including preparation of letters, correspondence, records, reports, and confidential documentation.
• Distribute Life Plans to individuals and their representatives via mail, email, or other approved methods.
• Receive and process returned Life Plan signatures through mail and electronic communication.
• Distribute, upload, and organize supporting documentation within the EMR while notifying necessary parties and maintaining accurate records.
• Maintain department trackers, spreadsheets, databases, and other tools used to support operational workflows.
• Upload and submit required documentation to statewide databases, authorization systems, and regulatory platforms.
• Complete administrative tasks associated with new enrollments, including distribution of Welcome Letters and Notices of Decision.
• Assist with internal and external audit activities and related documentation.
• Receive, process, sort, scan, distribute, and maintain incoming mail and records confidentially.
• Support records management activities including scanning, filing, retention, and destruction.
• Serve as a professional contact for staff, providers, individuals supported, families, and external stakeholders.
• Monitor work queues, prioritize workload, and escalate barriers affecting service delivery or compliance.
• Utilize Microsoft 365, SharePoint, EMR platforms, and other administrative software.
• Participate in workflow standardization and process improvements.
• Maintain confidentiality of protected health information.

Skills

MS Word

MS Excel

Independent work

Communication skills

Confidentiality

Cultural competence

Education

High School Diploma/GED

Associates Degree

Tools

Microsoft Word

Microsoft Excel

Job description

Person Centered Services has a commitment to high-quality, person-centered care with offices in West Seneca and Tonawanda. The Administrative Assistant for Operations provides essential support to the Care Coordination and Support Department, handling office operations, records processing, mail coordination, and customer service.

You will use Microsoft 365 and EMR systems to manage documents, track tasks, and support audits, while ensuring confidentiality and regulatory compliance.