Administrative Assistant

Overview:

We are seeking a dedicated, detail\-oriented Medical Administrative Assistant to join our pediatric healthcare team. This role is essential to the smooth daily operation of our medical office. The ideal candidate will be a proactive and detail\-oriented professional who will work closely with the Office Manager to ensure daily operations run smoothly. They should be capable of handling a variety of administrative and financial support tasks, including:

• Assisting with
ordering medical and office supplies and maintaining inventory levels.
• Following up on
billing rejections, particularly those due to missing or incorrect front office information.

* Assisting with accounts payable by gathering billing information, organizing vendor invoices, and preparing office bills for the manager’s review and approval, ensuring accuracy and timeliness.

• Must be familiar with
QuickBooks to support expense tracking, vendor payments, financial documentation and reconciliation .
• Performing
end\-of\-day closing tasks, including reconciling payments, confirming patient balances, and generating daily reports for Manager to review.
• Preparing and submitting
billing batches, ensuring accurate entry and timely processing of payments.

Strong organizational skills, attention to financial detail, and the ability to work collaboratively in a fast\-paced pediatric office environment are essential.

Qualifications:

• Experience in a medical office or similar administrative role preferred.
• Familiarity with EHR systems, especially
Athenahealth, and QuickBooks is highly desirable.
• Knowledge of medical terminology,
ICD\-9/ICD\-10, and CPT coding, is a plus.
• Excellent computer skills, including proficiency in
Microsoft Office, Excel, Light bookkeeping and general office programs.
• Bilingual candidates are encouraged to apply to better serve our diverse patient population.
• Experience with front desk operations, inventory management, or collections is a plus.
• Ability to multitask, stay organized, communicate effectively, follow directions quickly and efficiently while maintaining a positive attitude in a fast\-paced environment.

Key Responsibilities:

* Task \& Goal Management: Support the office manager in completing assigned administrative tasks and meeting team goals.

* Patient Scheduling \& Front Desk: Schedule and manage appointments efficiently using EHR systems (e.g., Athenahealth). Greet and assist patients with a friendly and professional demeanor.

* Billing \& Insurance Support: Assist with medical billing and coding (CPT, ICD\-10\), supporting accurate documentation for insurance claims. Conduct insurance verification and support collections to ensure timely payment. Track and manage patient balances and insurance “buckets” (responsibility splits).

* Records \& Compliance: Maintain and update patient records in compliance with HIPAA and confidentiality protocols. Assist in the review and preparation of care plans and treatment documentation.

* Office Administration:

• Provide clerical support including answering multi\-line phones, typing, filing, and data entry. Assist in inventory management, ordering office and medical supplies, and verifying invoices and clinic bills. Use tools such as
Microsoft Office Suite, QuickBooks, and EMR systems for day\-to\-day tasks.

* Customer Service: Address patient inquiries, concerns, and follow\-ups with empathy, clarity, and professionalism.

Job Type: Full\-time

Pay: $20\.00 \- $24\.00 per hour

Benefits:

• 401(k)
• Cash balance pension plan
• Free parking
• On\-the\-job training
• Opportunities for advancement
• Paid sick time
• Paid time off

Work Location: In person