Provider Administrative Assistant

Position Purpose

The Provider Administrative Assistant - Temporary provides 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

1. Document Processing & Data Management

• 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.
• Review documentation for completeness and accuracy before submission or upload; resolve minor discrepancies independently.
• Maintain organized electronic and physical records in accordance with agency procedures and retention standards.

2. Provider Outreach & Communication

• 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.
• Support staff by responding to inquiries, preparing correspondence, and routing information to appropriate team members.

3. Reporting & Tracking

• Compile and prepare routine and ad hoc reports to summarize upload progress, outreach outcomes, and pending actions.
• Track provider documentation activities and ensure timely completion of assigned tasks.
• Maintain accurate records of outreach efforts, provider responses, and follow-up actions.

4. Team Coordination & Administrative Support

• Coordinate with internal teams to ensure consistent data handling and adherence to established workflows.
• Assist with scheduling, file organization, and project documentation.
• Support departmental operations by ensuring information is routed appropriately and administrative tasks are completed accurately.

5. Compliance & Confidentiality

• Maintain confidentiality of sensitive information and ensure all tasks comply with agency policies and procedures.
• Adhere to established agency requirements, recordkeeping standards, and data management procedures.

6. Additional Responsibilities

• Other duties as assigned.

Supervisory Responsibilities

This position does not supervise.

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 and managing multiple tasks effectively.
• Maintaining attention to detail when reviewing or entering information.
• Providing strong communication and customer service to coworkers, providers, and the public.
• Following written and verbal instructions while adhering to established procedures.
• Handling confidential and sensitive information appropriately.

The incumbent must be:

• Dependable and adaptable to change.
• Able to work independently and collaboratively as part of a team.
• Comfortable working in a fast-paced environment.

Key competencies include:

• Reliability
• Accuracy
• Teamwork
• Accountability

The position also 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.

Physical Demands

• Must be able to remain sitting for prolonged periods at a desk and working on a computer.
• Must be able to move or lift up to 15 pounds at various times.

Work Environment

This is a fully on-site position.

The office work environment includes regular exposure to general office equipment such as computer equipment, phones, and copy machines/printers.