Schedule: Monday–Friday, 8:00 AM–5:00 PM
Pay Rate: $16.50 per hour
Language Requirement: Bilingual required
Work Arrangement: Onsite during training; potential to transition to a hybrid schedule after successful completion of training
The Administrative Assistant provides administrative and claims support in a fast-paced environment, assisting claimants, medical providers, attorneys, vendors, and internal staff. This position combines switchboard/reception responsibilities with case coordination, appointment scheduling, document preparation, and case development activities. The successful candidate will demonstrate strong communication skills, attention to detail, organization, sound judgment, and the ability to manage multiple priorities.
- Operate the switchboard by answering, screening, directing, and transferring incoming calls to the appropriate department or individual.
- Greet and assist visitors, manage check-ins, take messages, provide general information, and maintain accurate records.
- Handle emergency calls, monitor alarms, and assist with paging and other communication systems as required.
- Perform general administrative duties, including mail distribution, recordkeeping, and customer service.
- Locate qualified medical specialists near claimants' locations to complete examinations requested by Disability Evaluators.
- Schedule consultative examinations (CEs) and conduct follow-up calls with claimants, medical providers, and other parties.
- Prepare, print, assemble, and mail examination packets and transmit required documentation by fax when necessary.
- Respond to inquiries from claimants, vendors, medical providers, attorneys, and other sources regarding claim status and related services.
- Assist claimants with transportation needs, including processing and mailing bus passes when applicable.
- Contact claimants regarding upcoming appointments, outstanding paperwork, and required documentation.
- Contact physicians and medical facilities to obtain follow-up reports, medical instructions, authorizations, and other required records.
- Communicate with attorneys and authorized representatives to provide basic claim-status information.
- Contact claimants, attorney representatives, medical sources, and other parties as directed by the supervisor to support claim adjudication activities.
- Distribute daily assignments and monitor completion using established tracking systems.
- Perform case development activities requiring research, analysis, attention to detail, and sound judgment.
- Maintain confidentiality and handle sensitive claimant and medical information appropriately.
- Complete other administrative and case-support duties as assigned.
- Bilingual communication skills required.
- Strong verbal and written communication skills.
- Professional telephone and customer service skills.
- Excellent organization and attention to detail.
- Ability to manage multiple assignments and meet deadlines.
- Ability to research information and make sound decisions.
- Comfortable communicating with claimants, medical providers, attorneys, vendors, and internal departments.
- Ability to work effectively in a fast-paced, team-oriented environment.
- Proficiency with computers, email, document management, fax, and tracking systems.
- Ability to maintain confidentiality when handling sensitive medical and personal information.
An intensive internal background check is required for this position. The background check process may take up to one month to complete. Candidates must successfully complete the required background screening before beginning employment.
This position is onsite during the initial training period. Upon successful completion of training and meeting performance expectations, there is potential for the position to transition to a hybrid work arrangement. #IND1
