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Administrative Assistant

2 months ago

Brooklyn, New York, United States Institute for Comm Living Full time
Job Summary

The Institute for Comm Living is seeking a highly organized and detail-oriented Administrative Assistant to provide administrative and clerical support to our program staff. The successful candidate will serve as a liaison between agency departments and programs, managing client records, operating and coordinating the management information system, and maintaining accounting and budget records.

Key Responsibilities
  1. Office Management: Maintain a well-organized and efficient office environment, including filing, office equipment, and supply management.
  2. Purchase Order Management: Monitor inventory levels and prepare purchase orders as needed, ensuring timely delivery and documentation.
  3. Program Monitoring: Develop and implement program monitoring systems, including client chart tracking and monthly reporting.
  4. Reception Services: Provide professional and courteous reception services, including phone calls, visitors, and correspondence.
  5. Equipment Maintenance: Clean and maintain office equipment, resolving routine problems and ensuring optimal performance.
  6. Inventory Management: Maintain accurate inventory levels and requisition office supplies as needed.
  7. Meeting Support: Take minutes at meetings and produce typed copies for distribution.
  8. File Management: Design, set up, and maintain electronic and hard-copy files, including coding, searching, and purging obsolete material.
  9. Correspondence: Type and distribute meeting notes, correspondence, and reports, organizing the flow of paper in the office.
  10. Visitor Services: Greet visitors, respond to inquiries, and refer complex questions to appropriate staff.
  11. Program Development: Develop, maintain, and update program manuals and information.
  12. Communication: Transmit instructions from supervisors to staff, ensuring timely completion of tasks and deadlines.
Billings Responsibilities
  1. Medicaid Review: Review and update Medicaid information in CORE for monthly billing.
  2. Documentation: Secure medical documentation required for billing, including physician authorization.
  3. Claims Management: Run daily billing reports, update files, and monitor electronic transmission of claims.
  4. Error Correction: Identify, monitor, and correct errors on electronic and paper claims.
  5. Collaboration: Work with clinical staff and other staff to ensure accurate diagnosis and procedures are reported to Medicaid/Medicare and third-party insurance carriers.
  6. Revenue Management: Work with supervisors to maintain accuracy of reference materials and implement new billing codes and fee schedules.
  7. Multi-tasking: Use various computer applications to gather billing and collection information.
  8. Unbilled Revenue: Verify pending claims and bring them to closure.
Requirements

The ideal candidate will possess a High School Diploma or GED, plus at least two years of clerical or secretarial experience. Preferably, education should include coursework in bookkeeping/business. An AA degree is preferred but not required. Post-high school courses in Medicare/Medicaid billing, data processing, medical terminology, or Accounting are highly desirable. At least one year of Medical Billing or other insurance billing experience is preferred.

The candidate must be able to satisfactorily use computer work processing equipment and programs (Microsoft Word) and type letters, reports, forms, and other documents.