Job Summary
We are seeking a dynamic and detail-oriented Administrative Assistant & MassHealth Application Specialist Assistant to join our team. This role combines essential administrative support with specialized assistance in processing MassHealth applications, ensuring smooth office operations and efficient client service. The ideal candidate will be proactive, highly organized, and capable of managing multiple tasks with professionalism and enthusiasm. Your contributions will directly impact our ability to serve clients effectively while maintaining a well-organized office environment.
Duties
- Provide front desk support, greeting visitors and managing multi-line phone systems with excellent phone etiquette and customer service skills
- Assist clients with MassHealth application processes, including data entry, document collection, and follow-up communications
- Manage office operations using tools like Microsoft Office
- Maintain accurate filing systems, both physical and digital, ensuring confidentiality and easy retrieval of documents
- Support office management tasks such as calendar management, appointment scheduling, and organizing meetings
- Perform clerical duties including proofreading documents, data entry, and maintaining office supplies inventory
- Offer general administrative support to team members, including typing correspondence, proofreading materials, and supporting customer support efforts
General Administrative Responsibilities
Office Management: Greet visitors, answer multi-line phones, screen inquiries, and maintain a welcoming, highly professional office environment.
Legal Referrals: Manage process of referrals to outside legal counsel, including maintenance of files, and following to make sure deadlines are met, payments are made for services rendered, etc.
Data & Record Keeping: Accurately update client files, maintain databases (e.g., electronic health records, internal spreadsheets), and process routine paperwork.
Correspondence: Draft, proofread, and send out confidential emails, letters, faxes, and notices.
Compliance & Privacy: Strictly maintain HIPAA regulations and ensure all sensitive client information is processed and stored securely.
MassHealth Responsibilities
Application Processing: Assist clients and their families via phone, ensuring all submissions comply with current guidelines.
Documentation & Verification: Collect, scan, and securely upload proof of income, citizenship, residency, and other required financial/medical documentation.
Case Tracking & Follow-up: Track application statuses, monitor deadlines, and respond to requests for additional information from the state to prevent case closures.
Client Advocacy: Act as the primary liaison between residents, families, and state agencies, helping them understand coverage and appeal processes.
Key Qualifications & Skills
Experience: 1–3 years in an administrative, social service, medical, or legal setting. Experience in Long Term Care is preferred.
Knowledge: Demonstrated understanding of MassHealth policies and eligibility requirements.
Technology: Proficiency in Microsoft Office Suite (Word, Excel, Outlook), and web-based application portals. Experience with PCC preferred.
Soft Skills: Exceptional interpersonal, empathy, and customer service skills when working with diverse or vulnerable populations.
Organization: Ability to multitask, manage simultaneous applications, and meet critical state deadlines.
Qualifications
- Proven office management or administrative experience with strong organizational skills and attention to detail
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and basic computer literacy
- Excellent communication skills in English; bilingual abilities are a plus for serving diverse clients
- Strong typing skills with high accuracy; familiarity with data entry procedures and filing systems
- Previous clerical or administrative experience in a healthcare or social services setting is advantageous
- Ability to handle multi-line phone systems professionally and demonstrate excellent phone etiquette
- Demonstrated time management skills with the ability to prioritize tasks effectively
- Personal assistant experience or experience managing calendars is beneficial
Join us in making a meaningful difference by providing exceptional administrative support while assisting clients through important health application processes. We value energetic professionals eager to contribute to a supportive team environment where your organizational talents can shine!
Pay: From $18.00 per hour
Work Location: In person
