Administrative Assistant

The Administrative Assistant provides high\-level administrative and operational support to the Director of Patient Services Receivables, Billing Manager, Payer Enrollment Manager, and other assigned leaders within an FQHC environment. This role coordinates scheduling, meetings, procurement and vendor onboarding tasks, timekeeping support, expense processing, and recruitment administration to ensure efficient department operations and timely follow\-through on action items.

Benefits:

• Free Medical, Dental \& Vision
• 13 Paid Holidays \+ PTO
• 403 (B) retirement match
• Life Insurance, EAP
• Tuition Reimbursement
• Flexible Spending Account
• Continued workforce development \& training
• Succession plans \& growth within

QUALIFICATIONS

• High school diploma or equivalent required; associate degree or higher preferred.
• Minimum 3 years of administrative assistant or coordinator experience supporting multiple managers; healthcare, revenue cycle, or FQHC experience strongly preferred.
• Demonstrated experience with scheduling complex calendars and coordinating recurring meetings for multiple stakeholders.
• Working knowledge of procurement processes, obtaining quotes/bids, and submitting requisitions/invoices.
• Experience with HRIS/ATS posting and interview scheduling (e.g., ADP or similar systems).
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and comfort learning new software (e.g., Concur, budgeting tools, payer portals, PECOS/CMS).
• Strong organizational skills, attention to detail, and ability to manage multiple priorities with minimal supervision.
• Excellent written and verbal communication skills; ability to draft professional emails, agendas, minutes, and follow\-up communications.

Preferred Qualifications

• Experience supporting billing/receivables, payer enrollment/credentialing, or revenue cycle operations.
• Experience working in an FQHC or safety\-net healthcare environment.
• Familiarity with PECOS/CMS enrollment workflows and common health plan portal administration.
• Intermediate Excel skills (filters, pivot tables, lookups) and experience maintaining trackers/logs, and excel/reporting skills.
• Strong organization, tracking skills, and attention to detail.
• Basic understanding of insurance types Medi\-Cal, Medicare, Commercial.
• Experience with EMR systems, preferably E\-clinical works.

Key Competencies

• Customer service mindset and professionalism.
• Confidentiality and integrity.
• Time management and follow\-through.
• Process orientation and documentation.
• Collaboration across departments (Finance/AP, HR, IT, Clinic Operations)
• Adaptability in a fast\-paced healthcare setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative \& Department Operations

• Provide day\-to\-day administrative support to the Director of Patient Services Receivables, Billing Manager, and Payer Enrollment Manager; respond to ad hoc requests and prioritize work based on deadlines and departmental needs.
• Schedule and coordinate recurring meetings, including weekly 1:1 meeting for managers with approximately 20 staff, bi\-monthly department meetings, and other operational huddles.
• Manage calendars, conference room/virtual meeting logistics, and meeting invitations; send reminders and ensure required attendees and materials are prepared.
• Prepare meeting agendas, take minutes, distribute minutes and action item lists, and follow up with owners on open action items to drive timely completion.
• Coordinate ordering breakfasts/lunches for staff meetings in accordance with internal policies and budget parameters.
• Order and maintain department stationery and office supplies; reconcile deliveries and resolve vendor issues as needed.
• Manage mail and check deliveries. Open mail and maintain check logs and prepare for weekly courier pick up.
• Maintain and update departmental shared drive files, annual tracking logs bank deposit list, check write, month end close dates.
• Prepare DHCS reconciliation clinic information.
• Update Billing department contacts information, run Go TO phone app reports.
• Process payer refunds submit finance check request and apply in EMR system.
• Run daily bank deposits.
• Manage Billing department inbox for patient refunds, Healow portal questions.
• Route to appropriate team members.
• Maintain department logs (issues, escalations, payer trends).
• Assist with document preparation Policies, workflows, reports, annual sliding fee board approval tracking.
• Assist with statement questions. Payment plan set up coordination Escalate complex balance issues to billing team.
• Assist with billing department projects organization and tracking.
• File and manage paper EOBs.
• Submit basic inquiries to payers (status checks, documentation requests).
• Track open tickets with Clearing houses and EMR vendor.
• Maintain contact list and escalation pathways.
• Organize documentation for audits.
• Track missing documentation and follow up with clinics.
• Assist with training coordination (scheduling, materials.)
• Document current workflows and update SOP’s.
• Act as liaison between departments, billing, front desk, HIT, clinical teams.

Procurement, Vendor Setup \& Accounts Payable Support

• Support setup and onboarding of new billing\-related vendors, including collecting W\-9s, insurance certificates (as applicable), and required onboarding documentation.
• Obtain procurement quotes/bids in accordance with organizational purchasing procedures; document vendor comparisons and route for review/approval.
• Prepare and submit Accounts Payable requisitions and supporting documentation; track approvals and resolve issues with incomplete or returned requests.
• Maintain a lot of vendor requests, requisition status, and renewal dates (as applicable) to support audit\-ready documentation.

Timekeeping, Expense \& Travel Administration

• Support timekeeping processes, including timecard approval workflows twice monthly and follow\-up with staff/managers on missing or corrected entries.
• Process staff travel requests for offsite conferences, including approvals, registrations, itineraries, and related documentation.
• Submit and track department credit card expenses in Concur; ensure receipts, business purpose, and coding are complete and policy\-compliant.

Budgeting \& Data Support

• Assist with annual budgeting activities by entering or validating data in budgeting software and coordinating due dates, templates, and supporting schedules.
• Compile basic departmental reports or trackers (e.g., vendor logs, staffing status, portal access lists) using Excel/Google Sheets or similar tools.

Payer Enrollment \& Portal Administration

• Activate, inactivate, and reactivate user accounts in health plan portals for clinic support staff (approximately 3–5 per week); maintain access logs and ensure timely updates based on role changes.
• Coordinate with the Payer Enrollment Manager and clinic leadership to resolve portal access issues and communicate status updates.
• Assist with enrollment for newly hired providers by distributing applications, ensuring completeness.
• Support the Payer Enrollment Manager by attending meetings with new payers and IPAs as needed and monitoring submitted applications for pending items.
• Complete mandatory quarterly attestations through provider portals, including Availity and Blue Shield provider connect.
• Organize payer contracts and prepare summaries.

Recruitment \& Hiring Administration

• Post requisitions for department positions in ADP (or designated HRIS), ensuring job details are complete and appropriately routed for approval.
• Screen resumes for minimum qualifications and forward candidate slates to hiring leaders; obtain selection decisions and document outcomes.
• Schedule interviews, coordinate panel availability, distribute interview materials, and communicate logistics to candidates.
• Follow up with HR on hire processing, pre\-employment steps, and start\-date coordination; provide administrative support through onboarding as requested.

Other

• Maintain confidentiality of employees and patient\-related information; handle sensitive operational and personnel items with discretion.
• Perform other duties as assigned to support department objectives and FQHC operational needs.

St. John’s Community Health is an Equal Employment Opportunity Employer