Provider Administrative Assistant

Position Purpose

The Provider Administrative Assistantprovides essential administrative support to assist with high-volume outreach, document processing, and data management activities. This position supports timely review, upload, and communication functions within the Provider Engagement team to ensure accuracy, efficiency, and compliance with agency requirements. The role contributes directly to maintaining smooth operations and meeting established deadlines during a period of increased workload.

Key Responsibilities

• Perform manual uploads of provider documentation, ensuring accuracy, completeness, and timely entry into appropriate systems.
• Conduct data review and verification of submitted forms, provider details, and supporting materials.
• Maintain organized electronic and physical records in accordance with agency procedures and retention standards.
• Execute provider outreach through phone, email, or other methods to obtain missing or corrected information.
• Track and document all outreach actions, responses, and follow-up requirements in designated logs or databases.
• Compile and prepare routine and ad hoc reports to summarize upload progress, outreach outcomes, and pending actions.
• Review documentation for completeness and accuracy before submission or upload; resolve minor discrepancies independently.
• Support staff by responding to inquiries, preparing correspondence, and routing information to appropriate team members.
• Coordinate with internal teams to ensure consistent data handling and adherence to established workflows.
• Assist with scheduling, file organization, and project documentation.
• Maintain confidentiality of sensitive information and ensure all tasks comply with agency policies and procedures.
• Other duties as assigned.

Qualifications

• Knowledge, Skills, Abilities and Competencies

• This position requires basic knowledge of general office practices, recordkeeping procedures, and data entry standards. Knowledge of business English, spelling, grammar, and Microsoft Office applications is essential for preparing accurate correspondence, reports, and documentation.
• The role requires skill in organizing work, managing multiple tasks, and maintaining attention to detail when reviewing or entering information. Strong communication and customer service skills are necessary to interact effectively with coworkers, providers, and the public in a professional manner.
• The ability to follow written and verbal instructions, apply established procedures, and handle confidential information appropriately is required. The incumbent must be dependable, adaptable to change, and able to work both independently and as part of a team in a fast-paced environment.
• Key competencies include reliability, accuracy, teamwork, and accountability. The position requires initiative to complete assigned tasks, a positive attitude toward learning new processes, and a commitment to supporting agency operations through timely and accurate administrative work.

Education and/or Experience

Equivalent combination of education and experience, substituting one of the following for the required experience:

• Six months of technical or vocational training course work or high school training in business or office machines; OR
• The completion of 15 semester hours from a college or university.

Preferred Qualifications

• Experience providing administrative or clerical support in a professional office environment.
• Experience working with provider data, health insurance administration, or government programs.
• Proficiency in Microsoft Office applications, including Excel, Outlook, Word, and Teams.
• Experience organizing and maintaining digital or physical records.
• Experience handling confidential information in accordance with agency or state requirements.
• Strong written and verbal communication skills, with attention to accuracy and professionalism.
• Experience in high-volume data entry or document review environments.

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