Executive Assistant - Finance and Compliance

Amida Care, the largest Medicaid HIV Special Needs Plan in NY, delivers a uniquely effective care model that has become a true benchmark for innovation, engagement and member health outcomes.

Our mission is to provide access to comprehensive care and coordinated services that facilitate positive health outcomes and general well-being for our members.

This true integrative care model addresses psychosocial, housing, behavioral and medical services directly evolving around the needs of each member.

We are a community of individuals from diverse peoples who work together to actively foster a fair, equitable, inclusive environment where all employees receive an invitation to belong.

Visit www.amidacareny.org / careers for more information about the Amida Care culture.

We are actively seeking a highly motivated, innovative and experienced leader to join our team as the Executive Assistant for Finance and Compliance.

Compensation will be commensurate with experience.

Position Summary :

The Executive Assistant - Finance & Compliance will provide administrative support to the Finance and Compliance departments.

• The position will perform a broad variety of daily administrative office tasks including, but not limited to : managing active calendars of appointments and meetings;
• maintaining files; composing and preparing correspondence that is sometimes confidential; supporting the monitoring of Compliance audits and follow-ups;

and the preparation and tracking of expense and other recurring reports.

Responsibilities :

Manage the Chief Financial Officer (CFO)'s and Compliance Officer (CO)'s calendar of work appointments, meetings, travel, etc.

providing meeting prep materials and keeping CFO and CO meetings on time and minimizing interruptions and delays.

Provide administrative support to the Finance department, including, but not limited to : the scanning, merging and filing of weekly accounts payable payments and supporting documentation;

mailing of payments and correspondence (FEDEX and regular mail); and maintenance of all electronic and hard copy files and tracking log.

• Review and process corporate card program, including the weekly reconciliation of corporate card logs, receipts and follow-ups with department leads (card holders).
• Prepare and organize Finance files, including accounts payable, general ledger and others as needed
• Develop and implement a process to organize and maintain all CFO office files.
• Manage, coordinate and act as the lead facilitator for Amida Care's offsite storage maintenance and processing with GRM vendor, and liaison with departments, related to requests for the retrieval from and transfer to offsite storage.
• Manage and act as the lead administrator for Amida Care's policy maintenance and tracking system (Policy Stat) including reviewing, monitoring and supporting all users for timely updates and approvals of policies.
• Manage, track and support the Compliance team with reminders and follow-up emails to business leads in obtaining documents for pending plan of corrections / corrective action plans.
• Manage, update and monitor all Compliance work plans and other regulatory tracking worksheets.
• Assist Compliance Manager in obtaining necessary documents for internal audits and other tasks related to the audits
• Provide administrative support to the Compliance department with the coordination and organization of documents for A44 Full and Target surveys.
• Responsible for the outgoing HIPAA mailing process.
• Manage special projects as assigned by the CFO and CO.

Amida Care is Diversity, Equity and Inclusion employer committed to full inclusion and elimination of discrimination in all its forms.

We strive to develop, promote and sustain a culture that values equity and leverages diversity and inclusiveness in all that we do.

EDUCATION REQUIRED

Bachelor's degree or an equivalent combination of education and relevant work experience.

EXPERIENCES AND / OR SKILLS REQUIRED

• Five (5) years' experience supporting C-Level Executives, preferably in a non-profit organization.
• Demonstrate ability to work independently and know when to seek support.
• Demonstrate ability to build relationships with stakeholders, including : staff, board members and external partners.
• Demonstrate excellent verbal and written communication skills.
• Demonstrate strong organizational skills that reflect ability to perform and prioritize multiple tasks with care and follow-through.
• Exhibit proactive approaches to problem-solving with strong decision making ability.
• Demonstrate proficiency in Word, Excel, PowerPoint, and Outlook.
• Demonstrate understanding and sensitivity to multi-cultural values, beliefs and attitudes with colleagues and all contacts.
• Demonstrate appropriate behaviors in accordance with the organization's vision, mission and values.
6 days ago