Services Administrative Assistant

JOB SUMMARY

The Administrative Assistant supports the Vice President of Services and all service department programs through clerical tasks, medical billing, and minor project management. This position is responsible for maintaining the integrity and confidentiality of client files and sensitive information. The role requires strong organizational skills, effective time management, attention to detail, and the ability to manage multiple tasks simultaneously. The Administrative Assistant must demonstrate integrity, discretion, and strong interpersonal skills. Primary responsibilities require proficiency in computer applications to include Microsoft Office Suite and Salesforce.

JOB RESPONSIBILITIES

The Services Administrative Assistant will be responsible for the following core job duties:

1. Administrative Support: Provide clerical support by formatting and proofreading documents, running reports, coordinating meetings, developing PowerPoint presentations, managing travel plans, and performing other administrative tasks, as required by the Vice President of Services. Ensure all reports and program materials align with the Lighthouse brand of polish and professionalism. Provide support to service departments to prevent delays in administrative operations.
2. Data Management: Extract data to support the completion of monthly, quarterly, and annual reports. Assist with completing insurance credentialing packets for contracting purposes.
3. Billing Practices: Provide support to ensure timely processing of insurance billing by conducting data entry, obtaining service authorizations, mailing statements to clients, and completing collection calls. Conduct weekly audits in the Lighthouse’s medical billing system to ensure billing accuracy.
4. Financial Aid Processing: Support the process by informing Financial Aid applicants of required documents, communicating application results, conducting reminder calls, and collecting documentation by procedure.
5. Scheduling: Manage the schedule for the VP of Services. Provide scheduling support to service departments when needed to ensure clients are served in a timely manner.
6. Front Desk Reception: Provide back-up coverage for the front desk when the NOLA Administrative Coordinator is unavailable/absent, during breaks, and lunches as needed.
7. Special Events: Support periodic outreach and educational events by gathering materials, assisting with set up, ordering supplies, sending invitations, and managing guests.
8. Confidentiality: Protect the confidential information disclosed during employment, holding information in strict confidence and exercising a reasonable degree of care to prevent disclosure to others. Safeguard these items according to Lighthouse policies and procedures.
9. Collaboration: Foster a team-oriented environment through effective communication and a coordinated approach to supporting service departments. Always conduct all business in a positive, relationship-building manner.
10. Other Duties: Perform additional duties as assigned by the Vice President of Services.

JOB QUALIFICATIONS & REQUIREMENTS

1. Education: High School diploma or GED required. Associates degree or some college preferred.
2. Special Knowledge or Skills: Strong computer skills required, including database management, word processing, spreadsheets, and email. Proficiency with the full Microsoft Office Suite required. Strong time management, organizational skills, and problem-solving abilities. Must be able to multi-task. Excellent verbal and written communication skills required. Medical billing experience preferred.
3. Experience: Minimum of 3 years of administrative assistant experience required, with a strong history of professionalism and politeness when interacting with customers, colleagues, and clients.
4. Physical Requirements: Must be energetic and able to function in a dynamic office setting. Must be able to tolerate driving in all conditions for extended periods to support travel across the service regions. Must be able to tolerate extended periods of computer work.
5. Personality Traits: Maintain a professional appearance and attitude. Ability to maintain confidentiality. Ability to follow directions and respond to feedback. Ability to assume responsibility for project completion. Ability to work well independently and as part of a team. Ability to maintain focus in a dynamic environment. Strong problem-solving skills and attention to detail.
6. Working Conditions: Primarily office settings with occasional travel. Valid driver’s license, clear driving record, and valid insurance required. Reliable transportation required for travel on company business.
7. Work Schedule: Monday through Friday, 40 hours per week. Hours may fluctuate based on departmental needs or occasional special events.
8. Background Check, Drug Testing, and Motor Vehicle Report: Employment is contingent upon satisfactory results.

This job description does not imply that these are the only duties to be performed. The incumbent will perform additional tasks as required for the effective operation of the Division/Department at the direction of their supervisor.