Administrative Assistant

Job Description

We are seeking an Administrative Assistant to join our team. The ideal candidate will have experience in switchboard operations, case coordination, and claimant support and a proven ability to manage scheduling, communications, and documentation with accuracy.

Responsibilities:

• Operate the switchboard to answer, direct, and transfer calls, manage visitor check-ins, take messages, provide information, and maintain records.
• Handle emergency calls, monitor alarms, manage paging systems, sort mail, and provide basic customer service.
• Locate specialized doctors near claimants to complete Disability Evaluator requests and schedule consultative examinations (CE), including follow-up calls.
• Print CE materials, assemble mailing packets, and transmit CE paperwork via fax to providers as needed.
• Respond to inquiries from claimants, vendors, and other parties regarding claim status or transportation assistance, including mailing bus passes.
• Notify claimants of appointments and pending paperwork. Contact doctors for follow-up reports and instructions, and hospitals for authorizations and reports.
• Liaise with claimant attorneys and other representatives to address basic status questions.
• Contact claimants, attorney representatives, medical sources, and other parties as directed to assist claim adjudicators.
• Disseminate and track daily assignments to ensure completion using a tracking system.
• Conduct case development activities requiring analysis and judgment.

Required Skills & Qualifications:

• Proficiency with multi-line phone and switchboard systems, paging systems, and basic office equipment, including fax and printers.
• Strong organizational and tracking skills with attention to detail in scheduling and documentation.
• Clear communication skills to interact with claimants, medical providers, hospitals, vendors, and attorneys.
• Experience supporting case or claim processing in an administrative setting.

Preferred Skills:

• Experience in healthcare, disability evaluations, or government services environments.
• Familiarity with appointment scheduling systems and case tracking tools.