Job Summary
Brighter Futures, Inc. is seeking a dependable and organized Secretary / Administrative Assistant to support daily office operations, client services, Medicaid documentation, appointment scheduling, and medication-related coordination. This position plays an important role in helping our agency stay organized, compliant, and responsive to the needs of clients, families, staff, and outside providers.The ideal candidate is detail-oriented, professional, able to communicate clearly, and comfortable managing multiple tasks in a fast-paced foster care/client services environment.
Key Responsibilities
- Answer phones, respond to emails, take messages, and direct communication to the appropriate staff member.
- Schedule and coordinate client therapy appointments, medication management appointments, medical appointments, and follow-up visits as needed.
- Communicate with families, providers, pharmacies, Medicaid representatives, medical offices, therapists, and agency staff.
- Assist with Medicaid-related tasks, including tracking documentation, appointment information, authorizations, service coordination, and required follow-up.
- Help monitor client medication documentation, including medication logs, refill needs, pharmacy communication, and ensuring required information is completed and submitted.
- Maintain organized client files, office records, forms, and documentation.
- Assist with collecting, reviewing, and filing monthly paperwork, including medication logs, service notes, appointment records, and other required client documents.
- Support staff and families with reminders regarding appointments, trainings, deadlines, and required paperwork.
- Help prepare documents for audits, licensing reviews, compliance checks, and internal quality assurance.
- Track missing or incomplete paperwork and follow up with the appropriate staff or family.
- Assist with general office duties such as filing, scanning, printing, copying, data entry, and document organization.
- Maintain confidentiality and follow HIPAA and agency privacy requirements at all times.
- Provide professional and respectful communication with clients, families, staff, and community partners.
- Complete other administrative duties as assigned.
Qualifications
- Previous office, secretary, administrative assistant, or receptionist experience preferred.
- Experience in healthcare, foster care, behavioral health, Medicaid, or social services is a plus.
- Strong communication and organizational skills.
- Ability to manage multiple schedules, deadlines, and follow-up tasks.
- Comfortable using email, calendars, Microsoft Office, Google Workspace, and online documentation systems.
- Strong attention to detail and ability to keep accurate records.
- Ability to maintain confidentiality with sensitive client information.
- Professional, reliable, and able to work well with staff, families, and outside providers.
- Must be willing to learn agency procedures, Medicaid documentation expectations, and client service requirements.
Preferred Skills
- Scheduling and calendar management experience.
- Familiarity with Medicaid, medication logs, therapy appointments, or client documentation.
- Ability to communicate with pharmacies, medical offices, and insurance/Medicaid representatives.
- Experience working in a foster care, mental health, healthcare, or social service setting.
- Bilingual abilities are a plus, but not required.
Work Environment
This position is office-based and requires regular communication with staff, families, providers, and outside agencies. The role requires someone who can stay organized, follow through on tasks, and help ensure client-related documentation and scheduling are completed in a timely manner.
Pay: From $17.00 per hour
Benefits:
Application Question(s):
- Can you pass a background check?
- Reliable transportation to get you to the office consistently to open and close the office?
Work Location: In person
