Office Assistant

Med--metrix; Red Bank (NJ); On-site; USD 35,000 - 48,000; Full time

Job summary

Med‑Metrix is seeking an Office Assistant to provide essential clerical and administrative support for the department and organization. You will handle mail, documents, scheduling, and PHI with HIPAA compliance while interacting professionally with staff and external partners.

The role requires a high school diploma or equivalent and experience with office software. Onsite work in Red Bank, New Jersey is expected and confidentiality is essential.

Qualifications

• Strong interpersonal and written/verbal communication with colleagues and patients.
• Proven ability to manage time and prioritize tasks in a clinical/office setting.
• Familiarity with HIPAA and patient privacy requirements.
• Experience using EMR systems or similar platforms is a plus.
• Proficient with Microsoft Office applications (Word, Excel, PowerPoint).

Responsibilities

• Receive, sort, and distribute mail and electronic communications.
• Photocopy, scan, upload, and manage documents; enter data into EMR or dept. platforms.
• Maintain organized electronic and hard-copy filing systems.
• Assist with record requests (medical, billing, etc.).
• Support scheduling, supplies, and logistics; coordinate workflows.
• Greet and assist staff, partners, and visitors in a professional manner.
• Ensure timely distribution of faxes and other information to relevant staff.
• Collaborate across departments on administrative tasks.
• Maintain HIPAA compliance and protect PHI.

Skills

Interpersonal skills

Written communication

Verbal communication

Problem solving

Creativity

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

EMR systems

Job description

Posted Thursday, August 20, 2026 at 5:00 AM

Job Purpose

The Office Assistant provides essential administrative and clerical support to ensure the smooth and efficient operation of the department and broader organization. This role supports staff and management by performing a wide range of office tasks, maintaining organized workflows, and contributing to a professional and service‑oriented environment.

Duties & Responsibilities

• Receive, sort, and distribute incoming mail, documents, packages, and electronic communications to appropriate teams or functions
• Perform photocopying, scanning, uploading, and general document management, including entry into EMR systems or department‑specific platforms
• Maintain organized filing systems (electronic and hard copy) in alignment with departmental and organizational standards
• Assist with completing record requests, including medical, billing, or department‑specific documentation
• Support general office operations such as scheduling, supply inventory, and coordinating logistics as needed
• Act as a professional and welcoming point of contact for internal staff, external partners, and visitors
• Ensure timely distribution of faxes, correspondence, and other critical information to the appropriate personnel
• Collaborate with team members across departments to support shared administrative workflows and operational needs
• Other duties as assigned
• Use, protect and disclose patients’ protected health information (PHI) only in accordance with Health Insurance Portability and Accountability Act (HIPAA) standards
• Understand and comply with Information Security and HIPAA policies and procedures at all times
• Limit viewing of PHI to the absolute minimum as necessary to perform assigned duties

Qualifications

• High school diploma or equivalent required
• Business office experience required
• Knowledge of healthcare administration a plus
• Knowledge of EMR systems is a plus
• Proficient in use of email and internet
• Knowledge of administrative systems and procedures
• Proficiency in Microsoft Office Suite
• Strong interpersonal skills, ability to communicate well at all levels of the organization
• Strong problem solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses
• High level of integrity and dependability with a strong sense of urgency and results oriented
• Excellent written and verbal communication skills required

Working Conditions

• Ability to work onsite is required
• Must possess a smart-phone or electronic device capable of downloading applications, for multifactor authentication and security purposes
• Physical Demands: While performing the duties of this job, the employee is occasionally required to move around the work area; Sit; perform manual tasks; operate tools and other office equipment such as computer, computer peripherals and telephones; extend arms; kneel; talk and hear
• Mental Demands: The employee must be able to follow directions, collaborate with others, and handle stress
• Work Environment: The noise level in the work environment is usually minimal

Med‑Metrix will not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, veteran status, other non‑merit based factors, or any other characteristic protected by federal, state or local law.