Executive Administrative Support Specialist
1 week ago
We are seeking an experienced Office Manager to provide administrative support to our regional office.
Job Summary:The Office Manager will be responsible for providing administrative, including billing support, to the assigned regional office. This includes serving as the HCA Ambassador for the region and ensuring all administrative support functions for the region are completed according to established timelines and meet HCA quality standards of performance.
Duties and Responsibilities:- Provide excellent customer services to clients, visitors, applicants, and employees by communicating information, responding to inquiries, explaining information, fielding any complaints.
- May serve as the first point of contact in greeting clients, visitors, applicants, and employees and answering regional phone lines.
- Open, sort, and distribute incoming correspondence, including faxes, and mail.
- Conduct background checks for new hires; and ensure background check results are uploaded in Employees' EPF (Electronic Personnel File) in PL (Paylocity/HRIS system).
- And conduct annual registry background checks on all current employees. Ensure results are uploaded in each employee's EPF in PL. Ensure employees have current driver's license, insurance verification in EPF in PL.
- Coordinate and onboard all new hires ensuring all required documents are uploaded in the Onboarding event and ensure all new hire documents are in New Hire's Personal documents in the electronic personnel file and titled correctly.
- Maintain compliant Employee Personnel Files in each employee's EPF in PL.
- Manage all billing processes that are handled at the office level, including verifying insurance, managing and fixing failed activities and failed claims throughout the month.
- Follow state billing directives from the Revenue Cycle Manager.
- Provide administrative support to Direct Service Providers (DSP) which will include ensuring Intake packets are prepared and available; providing folder files of required forms that need completion and/or client signatures to DSP as necessary; and completing client demographic-standard information on client forms for DSPs.
- Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
- Provide assistance to assigned Program Director(s) in payroll processing.
- Perform general office duties such as ordering supplies, maintaining records management systems, and maintaining the office in a presentable and organized manner.
- Assist in training new hires on documentation and required paperwork processes.
- Assist in the coordination of and in all aspects of preparing for meetings and events, including preparing and distributing meeting agendas along with preparing and distribution other information packets as assigned.
- Manage and assist in monitoring clients' Electronic Health Records in company's Carelogic system efficiently. Enter data and produce reports as requested.
- At minimum, a high school diploma.
- Associate's degree in business or administrative support field preferred with at least 3 years work experience in an administrative support position.
We offer a competitive salary of $55,000 - $65,000 per year, depending on experience, plus benefits, including paid time off, paid holidays, medical, dental, vision, and other voluntary insurance products. Additional benefits include access to a Health Navigator, Health Savings Account with company contribution, Dependent Daycare Flexible Spending Account, Health Reimbursement Account, 401(k) Retirement Plan, and more.
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