Impactful Operations Administrative Specialist

Person Centered Services Care Coordination Organization, LLC; Buffalo (NY); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Paid time off

Paid holidays

Health insurance

401(k) matching

Life insurance & long-term disability

Wellness spending account

Employee wellness hours

Mentorship & coaching

Job summary

Person Centered Services is seeking an Administrative Assistant for Operations to provide administrative and operational support to the Care Coordination and Support Department. You will manage office workflows, process documents, handle records, and ensure timely communication with team members and external stakeholders.

The role requires strong organizational skills, proficiency in Microsoft 365, and a commitment to confidentiality.

Qualifications

• High School Diploma or GED required.
• Associates degree preferred.
• Experience with I/DD provider agencies, OPWDD, or Health Homes preferred.
• Office experience preferred.
• Experience creating and utilizing tracking systems in Excel preferred.

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 supported and their representatives via mail, email, or other approved methods.
• Receive and process returned Life Plan signatures through mail and electronic communication.
• 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 and regulatory platforms, including CAS/CANS Assessments and other records.
• Complete administrative tasks for new enrollments, including Welcome Letters, Notices of Decision, and enrollment materials.
• Assist with internal and external audit activities and follow-up on audit findings.
• Receive, process, sort, scan, distribute, and maintain incoming mail and records per confidentiality standards.
• Support records management activities including scanning, filing, archival, retention, and destruction.

Skills

Microsoft Word

Microsoft Excel

Communication skills

Data confidentiality

Cultural competence

Education

High School Diploma/GED

Associates Degree

Tools

Microsoft 365

SharePoint

EMR platforms

Electronic filing systems

Job description

Person Centered Services is seeking an Administrative Assistant for Operations to provide administrative and operational support to the Care Coordination and Support Department. You will manage office workflows, process documents, handle records, and ensure timely communication with team members and external stakeholders.

The role requires strong organizational skills, proficiency in Microsoft 365, and a commitment to confidentiality.