Office Administrative Assistant - Part time

Job Overview

We are seeking a dynamic and organized Part-Time Office Administrative Assistant to join our team! This energetic role is perfect for someone who thrives in a fast-paced environment, enjoys supporting daily office operations, and provides exceptional customer service.

As a key part of our team, you will support administrative functions across programs including ABI (Acquired Brain Injury), iRISE (1915(i) waiver), and Child Waiver services. You will help ensure compliance, assist with scheduling, support documentation workflows, and contribute to the overall success of operations.

This role also includes assisting with appointments, supporting floor operations when needed, and participating in an on-call rotation, making it ideal for someone flexible and team-oriented.

Responsibilities

• Greet visitors, staff, and clients professionally; maintain excellent customer service and phone etiquette
• Manage multi-line phone systems, direct calls appropriately, and take accurate messages
• Perform data entry and maintain organized filing systems (electronic and physical) using Google Workspace and Microsoft Office
• Assist with Excel spreadsheets, tracking logs, and reporting tools for compliance, scheduling, and billing support
• Prepare and edit Word documents, reports, forms, and correspondence with accuracy and professionalism
• Support calendar management, appointment scheduling, and coordination for staff, clients, and leadership
• Assist with bookkeeping tasks using QuickBooks, including invoices, expense tracking, and basic financial organization
• Maintain office supplies, order inventory, and ensure a clean, organized workspace
• Assist with Medicaid waiver documentation tracking (ABI, iRISE, Child Waiver), ensuring timely and accurate records
• Support EVV and documentation compliance efforts by tracking missing notes, MARs, and required signatures
• Assist with appointments, client coordination, and transportation scheduling as needed
• Provide support on the floor when required, assisting staff and ensuring operations run smoothly
• Participate in on-call rotation to support operational needs outside standard hours
• Collaborate with leadership, including nurses, case managers, and administrative staff, to ensure coordinated care and services
• Perform other duties as assigned to support daily operations and compliance

Qualifications

• High School Diploma or GED required
• Proven experience in administrative support, office management, or clerical roles
• Experience working in or supporting ABI, iRISE (1915(i)), or Child Waiver programs preferred
• Strong skills in Microsoft Excel (spreadsheets, tracking, data organization) and Microsoft Word (document creation, formatting)
• Proficiency in Microsoft Office Suite and Google Workspace
• Familiarity with QuickBooks or similar bookkeeping systems preferred
• Strong computer literacy, typing skills, and attention to detail
• Excellent communication skills with professional phone etiquette
• Ability to manage multiple tasks in a fast-paced environment
• Bilingual skills are a plus
• Strong organizational and time management skills

Reporting Structure

• This position reports directly to the Director of Programs (DOP)

Why Join Our Team

• Flexible part-time schedule
• Opportunity to grow within ABI, iRISE, and Child Waiver programs
• Hands-on experience in healthcare administration and compliance
• Supportive, team-oriented work environment
• Opportunity to develop leadership and operational skills

Closing Statement

Join us in building a structured, compliant, and excellence-driven environment. At Next Level, we value organization, accountability, and teamwork. Your role will be essential in ensuring our operations run smoothly while supporting individuals and staff across all programs.

Pay: $14.00 - $17.00 per hour

Work Location: In person