Administrative Assistant - Family Planning Dept.

Job Title

This position provides administrative support to the CMO, Director of Family Planning and / or other administrative staff of the Family Planning Department. This position requires the ability to work independently and the ability to perform a variety of general clerical and project-based work. Project a professional company image through in-person and phone interaction and appearance. The Administrative Assistant is a collaborative partner with administration, providers and staff to ensure that the Family Planning program is equipped with consistent administrative support. The Administrative Assistant will assist in preparing materials for special outreach. Assist in new projects for Family Planning and agency wide programs. Assist with the NYS Department of Health FPP and HRSA Audits. The Administrative Assistant is responsible for identifying prospective members that do not have health insurance and assisting with the enrollment process ultimately making it easier for them to connect to the care they need. Administrative Assistant enrolls FP Clients in the Family Planning Benefit Program, which is a direct Medicaid public health insurance program. The Administrative Assistant conducts interviews and screens potentially eligible recipients for enrollment into Programs such as Medicaid / Medicaid Managed Care and Essential Plans. Additionally, they will assist in enrollment into Qualified Health Plans. The AA must offer all plans and all products. Will assist clients with their applications, help with completing the application, gather the necessary documentation, and assist in selecting the appropriate health plan. The AA provides information on managed care programs and how to access care. They are responsible for processing paperwork completely and accurately, including follow-up visit documentation and other necessary reports. The AA is also responsible for assisting current members with recertification of their plan. Must source, develop and maintain professional, congenial relationships with local community agencies as well as county and state agency personnel who refer potentially eligible recipients.

Duties and Responsibilities

Strives to incorporate the core values and mission of CHCB.

Maintain confidentiality in all aspects of administration.

Create and / or modify documents such as reports, invoices, memos or letters as directed by the CMO and Director of Family Planning.

Perform general clerical duties to include but not limited to photocopying, faxing, mailing and filing.

Maintains proficiency in computer applications i.e. EMR (EcW), MS Outlook, MS Word, Excel, Power Point, Microsoft Teams.

Answer telephones and transfer them to appropriate staff.

Sign for and distribute UPS / FedEX or similar delivered packages.

Prepares outgoing mail and correspondence including e-mail and faxes; prepare paperwork and maintain records related to area of responsibility.

Maintain calendar for the use of meeting space and coordinate meetings and conferences.

Schedule and plan all meetings and conferences as required including agenda, preparation of materials, and special arrangements.

Possess knowledge of general Family Planning terminology.

Welcome visitors, determine nature of business and announce visitors to appropriate personnel. Able to present self in a confident and professional manner to the public, maintaining a positive and courteous relationship with others.

Order and maintain supplies; arrange for equipment maintenance.

Manage inventory levels of office supplies and equipment used by the Center.

Orient and train new employees by acting as a training administrator authorized to create training lists. Submit training lists to employees and submit completion reports to HR.

Assist with all reports. Run reports on a weekly, bi-weekly, monthly basis as needed. Develop reports using current software provided.

Maintain established and departmental policies and procedures, objectives, quality assurance programs, safety and compliance standards.

Meet with consumers at various sites throughout the communities.

Provide education and support to individuals who are navigating a complex system by assisting consumers with the application process, explaining requirements and necessary documentation.

Identify and educate potential members on all aspects of the plan including answering questions regarding plan's features and benefits and walking clients through the required disclosures.

Educate members on their options to make premium payments, including due dates.

Assist clients with choosing a plan and primary care physician-when applicable.

Submit all completed applications, adhering to submission deadline dates as imposed by NYSOH and enrollment guidelines and requirements.

Responsible for identifying and assisting current members who are due to re-certify their healthcare coverage by completing the annual recertification application including additional eligible family members.

Respond to inquiries from prospective members and members within the marketing guidelines.

Always maintain patient confidentiality. Follows all HIPAA, compliance, and privacy standards Ability to work in stressful conditions.

Perform other relevant duties as assigned.

Physical Demands

Requires periods of sitting, standing, walking, bending and stooping. Significant job stress may be associated with the position. Evening work may be required.

Minimum Qualifications

High School diploma or equivalent and a minimum of one (1) year of office administrative experience required.

Preferred Qualifications

Associates degree and a minimum of one (1) year of office administrative experience required, Family Planning experience preferred. Experience working in an office setting is strongly preferred. Family Planning FPBP experience.

• Salary Status :
• Non-Exempt $17 / hr. - $21 / hr. based on qualifications
• Benefits :
• Health, Dental and Vision insurance available. Life Insurance and Long-term disability at no cost. Eligible for Paid Time Off after 90 days. Tuition Assistance and 401k match after one year of service.