Administrative Assistant

JABA is seeking an organized, detail-oriented Administrative Assistant to support our team and help ensure the smooth operation of our programs and services. This position is ideal for someone who enjoys a variety of responsibilities, takes pride in accuracy and organization, and is passionate about serving older adults, caregivers, and the community.

As a key member of our team, you will provide administrative support, maintain records and databases, assist with authorization and reimbursement-related processes, and help ensure program operations run efficiently and effectively.

• Manage office operations including scheduling, filing, copying, correspondence, and office organization.
• Prepare and monitor invoices and other administrative documents.
• Maintain electronic and paper filing systems.
• Support managers and staff with special projects and operational needs.

• Serve as a point of contact for clients, caregivers, insurance providers, managed care organizations, and community partners.
• Answer phones and respond to inquiries professionally and courteously.
• Communicate with insurance providers and other organizations regarding service approvals, eligibility, authorizations, and reimbursement.
• Assist with tracking authorization deadlines and maintaining related documentation.

• Maintain accurate client records within required databases and software systems.
• Perform data entry and quality assurance reviews.
• Compile, analyze, and report program data to support agency and funding requirements.
• Identify data discrepancies and assist with corrective actions.

• Safeguard confidential client and organizational information.
• Comply with all agency policies regarding data integrity, security, and privacy.

The ideal candidate is:

• Highly organized with exceptional attention to detail.
• Comfortable managing multiple tasks and priorities.
• Skilled in both written and verbal communication.
• Analytical and capable of identifying and resolving problems.
• Dependable, self-motivated, and collaborative.
• Able to maintain accuracy while managing deadlines and compliance requirements.

• High School Diploma or equivalent.
• One to three years of administrative, office support, healthcare administration, human services, or related experience.
• Proficiency with Microsoft Office Suite and virtual meeting platforms.
• Experience with data entry and database management.

• Associate's Degree.
• Experience working with insurance processes, service authorizations, healthcare, human services, or nonprofit organizations.

• Knowledge of Medicaid authorization processes, insurance eligibility requirements, and reimbursement procedures preferred.
• Ability to communicate effectively with insurance providers, managed care organizations, caregivers, and community partners.
• Strong attention to detail when managing authorization deadlines, participant records, and compliance documentation.

JABA is an Equal Opportunity/Affirmative Action Employer. Women, minorities, veterans, and individuals with disabilities are encouraged to apply.