{"id":2640030,"url":"https://alion.io/job/person-centered-services-administrative-assistant-2","title":"Administrative Assistant","company":{"id":4422252,"name":"Person Centered Services","domain":"personcenteredservices.com","url":"https://alion.io/company/personcenteredservices","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Dayforce","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["West Seneca, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":37000,"max_usd":82000,"period":"year","method":"role_country_seniority_unknown","sample_n":10823},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-10-01T04:00:00Z","employer_posted_date":"2026-10-15","last_verified_at":"2026-10-24T06:50:04Z","board_verified":true,"closed_at":null,"days_open":23,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":23},"description":"Administrative assistant, operations\n***This position requires working out of our West Seneca office three days per week and working from our Tonawanda office two days per week.***\n\nJOB SUMMARY\nThe Administrative Assistant for Operations is responsible for providing administrative and operational support to Care Coordination and Support Department team members through management of office operations, document processing, records management, mail coordination, customer service, and administrative workflows.\n\nESSENTIAL FUNCTIONS\nComplete program-related typing, copying, data entry, and other administrative tasks, including preparation of letters, correspondence, records, reports, and confidential documentation.\nUpon notification within the Single Point of Contact (SPOC), distribute Life Plans to individuals supported and their representatives in accordance with organizational policies and procedures using the method identified by the Care Coordinator (mail, email, or other approved methods).\nReceive and process returned Life Plan signatures through mail and electronic communication in accordance with established procedures.\nDistribute, upload, and organize supporting documentation within the Electronic Medical Record (EMR) while appropriately notifying necessary parties and maintaining accurate records.\nMaintain department trackers, spreadsheets, databases, and other tools used to support operational workflows and monitor completion of assigned tasks.\nUpload and submit required documentation to statewide databases, authorization systems, and regulatory platforms, including CAS/CANS Assessments and other required records.\nComplete administrative tasks associated with new enrollments, including distribution and processing of required documents such as Welcome Letters, Notices of Decision (NOD), and other enrollment materials.\nAssist with internal and external audit activities, including document retrieval, distribution, uploading, tracking, and follow-up activities related to audit findings and corrective actions.\nReceive, process, sort, scan, distribute, and maintain incoming mail, documentation, and records in accordance with organizational procedures, records retention requirements, and confidentiality standards.\nSupport records management activities, including document scanning, filing, archival, retention, and destruction in accordance with organizational policies and regulatory requirements.\nServe as a professional and responsive point of contact for team members, providers, individuals supported, families, and external stakeholders by responding to routine inquiries and routing concerns to appropriate staff.\nMonitor assigned work queues and administrative tasks, prioritize workload appropriately, and escalate barriers that may impact service delivery or compliance.\nUtilize organizational systems and technology, including Microsoft 365 applications, SharePoint, EMR platforms, electronic filing systems, and other administrative software to support daily operations.\nParticipate in workflow standardization, and process improvement initiatives designed to improve efficiency, consistency, and service quality.\nMaintain confidentiality of protected health information and other sensitive organizational information in accordance with agency policies and applicable regulations.\nPerform other duties as assigned.\n\nOTHER DUTIES \nCommits to a respectful, just, and supportive environment for all individuals and team members aligning with the organization’s commitment to inclusion and belonging.\nOther duties as necessary or assigned.\nKNOWLEDGE, SKILLS & ABILITIES\nAbility to work independently, use available resources to solve problems, proactively approach professional responsibilities, and complete work in a timely manner.\nKnowledge of Microsoft Word and Excel \nStrong oral and written communication skills, and organizational skills\nAbility to keep sensitive and privileged information confidential\nDemonstrates cultural competence\n\nEDUCATION & EXPERIENCE\nHigh School Diploma/GED required.\nAssociates Degree, preferred.\nFamiliarity with I/DD provider agencies, OPWDD, or Health Homes, preferred.\nOffice Experience preferred\nExperience creating and utilizing tracking systems in Excel preferred.\nMust have access to reliable transportation and be willing to travel regularly within the service area\n\nClick Here to View Full Job Description","description_format":"text","description_chars":4396,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":true},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-10-15T18:40:12Z"}],"visa":[],"liveness":{"score":51,"band":"ok","label":"Likely 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