Administrative Assistant - (Hybrid Tallahassee Florida)

Acentra Health exists to empower better health outcomes through technology, services, and clinical expertise. Our mission is to innovate health solutions that deliver maximum value and impact.

Lead the Way is our rallying cry at Acentra Health. Think of it as an open invitation to embrace the mission of the company; to actively engage in problem-solving; and to take ownership of your work every day. Acentra Health offers you unparalleled opportunities. In fact, you have all you need to take charge of your career and accelerate better outcomes - making this a great time to join our team of passionate individuals dedicated to being a vital partner for health solutions in the public sector.

Acentra Health is looking for an Administrative Assistant to join our growing team.

Job Summary
As an Administrative Assistant, you will play a vital role in managing our claims tracking system. Your primary focus will be on accurately entering new claims, including demographic data, provider details, and other critical components-ensuring a high level of accuracy and data integrity. You will support internal communications and play a key role in identifying, investigating, and resolving discrepancies throughout the claims process. This position requires strong analytical and problem-solving skills, keen attention to detail, and the ability to collaborate effectively across cross-functional teams.

Work Schedule

This is a hybrid position with a standard schedule of Monday through Friday, 8:00 AM to 5:00 PM ET. The selected candidate will be required to work onsite at our Tallahassee, Florida office at least one day per week, with the remaining days remote work from home. Specific in-office days will be determined during the interview process.

Job Responsibilities

• Collect, review, and analyze healthcare-related data to prepare accurate reports, visual charts, and presentation materials for internal and external stakeholders.

• Proficiently utilize Microsoft Office Suite-particularly Word, Excel, and PowerPoint-to support documentation, reporting, and administrative needs in a fast-paced healthcare environment.

• Prepare, proofread, and distribute routine and ad hoc reports, meeting summaries, and other communications in alignment with departmental and regulatory standards.

• Maintain and organize confidential medical records, administrative files, databases, and digital archives in compliance with HIPAA and internal data retention policies.

• Answer, screen, and route incoming calls professionally; respond to routine inquiries and direct complex questions to the appropriate clinical or administrative staff.

• Coordinate meetings, appointments, team activities, and travel arrangements for healthcare staff and leadership, ensuring accuracy and efficiency.

• Manage and track departmental expense reports, monitor office supply inventory, and process vendor invoices to support seamless administrative operations.

• Adhere strictly to all organizational policies and procedures, including those related to patient privacy, HIPAA compliance, and security of protected health information (PHI)

• Read, understand, and adhere to all corporate policies including policies related to HIPAA and its Privacy and Security Rules.

Required Qualifications, Skills and Experience

• High school diploma or GED required; associate degree in business, healthcare administration, or a related field preferred.

• Strong written and verbal communication skills with the ability to draft clear, professional emails and correspondence.

• Ability to assist with workload distribution and support the coordination of monthly meeting presenters and materials.

• Demonstrated ability to multitask across various projects, prioritize responsibilities effectively, and thrive in a collaborative team environment.

• Detail-oriented team player with a positive, solutions-focused mindset and a commitment to delivering high-quality support to internal teams and external stakeholders.

• Excellent verbal communication and active listening skills, ensuring courteous, clear, and professional interactions.

• Self-starter who works well independently with minimal supervision, maintaining discretion, confidentiality, and adherence to standard business hours.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat or similar PDF tools, SharePoint, Microsoft Teams, and Outlook.

• Reliable high-speed internet connection to support high-volume document management and active participation in virtual meetings.

• Familiarity with medical terminology is a nice to have.

Why us

We are a team of experienced and caring leaders, clinicians, pioneering technologists, and industry professionals who come together to redefine expectations for the healthcare industry. State and federal healthcare agencies, providers, and employers turn to us as their vital partner to ensure better healthcare and improve health outcomes.

We do this through our people

You will have meaningful work that genuinely improves people's lives nationwide. Our company cares about our employees, giving you the tools and encouragement, you need to achieve the finest work of your career.

We know your time is valuable and we thank you for applying for this position. Due to the high volume of applicants, only those who are chosen to advance in our interview process will be contacted. We sincerely appreciate your interest in Acentra Health and invite you to apply to future openings that may be of interest. Best of luck in your search!

~ The Acentra Health Talent Acquisition Team

EOE AA M/F/Vet/Disability

Acentra Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran or any other status protected by applicable Federal, State or Local law.

Compensation

The compensation for this role is $19.00 to $20.00 per hour

Based on our compensation program, an applicant's position placement in the pay range will depend on various considerations, such as years of applicable experience and skill level.

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