Medical Administrative Assistant

Administrative Assistant – The Brookwood Community Health Center

Role Summary

The Administrative Assistant plays a central role in ensuring smooth daily operations within a busy Health Center that provides medical, dental, and specialty services to adults with intellectual and developmental disabilities. This position manages front‑desk workflow, supports billing and payroll processes, and provides reliable administrative support to clinical and operational leaders. The role requires professionalism, accuracy, compassion, and the ability to thrive in a fast‑paced, visitor‑heavy environment.

Core Responsibilities

Front Desk Operations & Visitor Support

• Serve as the primary point of contact for residents, families, caregivers, physicians, dentists, and external partners.
• Manage check‑in and check‑out procedures, ensuring accurate demographic and insurance information.
• Maintain a welcoming, organized, and safe reception area that accommodates high daily traffic.
• Respond to phone calls, emails, and in‑person inquiries, route questions to appropriate clinical or administrative staff.
• Coordinate transportation needs for residents arriving from assisted living facilities.

Billing & Financial Support

· Prepare invoices for the Director’s review and approval, ensuring accuracy and timely submission.

• Complete monthly billing for services provided in the Health Center, including gathering encounter data and supporting documentation.

Payroll & Administrative Support

• Assist with timekeeping, payroll data entry, and verification for Health Center staff.
• Maintain accurate records of hours worked, schedule changes, and approved leave.
• Prepare routine reports, correspondence, and documentation for leadership.
• Support supply ordering, vendor coordination, and inventory tracking.
• Assist with onboarding tasks for new staff and maintaining updated personnel files.

Compliance & Confidentiality

• Uphold strict confidentiality standards for all resident health information in accordance with HIPAA and organizational policies.
• Follow established protocols for documentation, record retention, and secure communication.
• Support compliance with state and federal licensing

Qualifications

Required

• High school diploma or equivalent.
• Experience in administrative, front‑desk, or customer‑service roles.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft office software and electronic health record systems.
• Ability to communicate clearly and compassionately with adults with IDD, families, and interdisciplinary teams.
• Commitment to confidentiality and professional conduct.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person