Administrative Support Specialist

1 month ago


San Luis Obispo, California, United States Volt Full time
Job Summary
Volt is seeking a highly organized and detail-oriented Secretary III to provide administrative support to the Manager of Services and Supports and the broader team. The ideal candidate will possess strong organizational and multitasking skills, excellent written and verbal communication abilities, and proficiency in office software and equipment.

Key Responsibilities:
  • Support the Manager of Services and Supports as required.
  • Aid the primary contact in managing the Exception process when necessary.
  • Prepare and generate reports, correspondence, documents, and memoranda for the team.
  • Process Early Start denial/acceptance letters and Age 3 denial/acceptance letters within a 2-day turnaround from receipt.
  • Perform demographic updates, case file changes, and maintain records of closed, inactive, and updated reports/contact history.
  • Type letters and other documents as needed.
  • Assist with the distribution of incoming and outgoing mail.
  • Print RC notes on scheduled dates for individuals served, except for those who are closed, inactive, transferred, or deceased.
  • Handle 3770 and CDER forms as required.
  • Perform general office duties including photocopying, faxing, scanning, and mailing documents.
  • Develop tables and forms such as OD schedules, sign-out books, and other necessary documents for the team.
  • Gather data, compile reports, and prepare files for team audits, including DDS and peer reviews.
  • Prepare referral packets for the team.
  • Manage monthly filing for three service coordinators.
  • Rotate on the switchboard and perform reception duties as required.
  • Arrange appointments and meetings for the department.
  • Request medical records with a 2-day turnaround from receipt.
  • Ensure copier and fax machines are stocked with supplies.
  • Prepare closure, transfer, inactive, multi-volume, and deceased files accordingly.
  • Assist in maintaining office supplies, agency forms, and information.

Requirements:
  • Proven experience in a medical administrative role.
  • Strong organizational and multitasking skills.
  • Excellent written and verbal communication abilities.
  • Proficiency in office software and equipment.


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