Administrative Assistant

Work Arrangement: Onsite during training with potential to transition to hybrid
Background Check: An intensive internal background check is required and may take up to one month to complete.

Repost Notice: This position is a repost of #13233. Candidates who were previously submitted but were not interviewed may be submitted again.

Position Overview

We are seeking an Administrative Assistant to support disability claims operations through receptionist, switchboard, scheduling, case-support, and general administrative duties. This position requires strong communication, organization, attention to detail, and the ability to work with claimants, medical providers, attorneys, and internal staff.

Key Responsibilities

• Operate the switchboard by answering, directing, and transferring incoming calls.

• Greet and assist visitors and manage visitor check-ins.

• Take messages, provide general information, and maintain accurate records.

• Handle emergency calls, monitor alarms, and assist with paging systems when required.

• Sort and distribute mail and provide basic customer service support.

• Locate specialized physicians near claimants to complete examinations requested by Disability Evaluators.

• Schedule Consultative Examinations (CEs) and complete follow-up calls with claimants.

• Print and assemble CE packets for mailing.

• Fax CE documentation to medical providers when necessary.

• Respond to claimant and vendor inquiries regarding claim status and transportation assistance.

• Mail bus passes or other transportation materials to claimants as needed.

• Contact claimants regarding appointments and outstanding paperwork.

• Follow up with physicians and hospitals for reports, authorizations, and additional information.

• Communicate with claimant attorneys and other representatives regarding basic claim-status questions.

• Assist claim adjudicators by contacting claimants, medical sources, attorneys, and other parties as directed.

• Track daily assignments and ensure assigned work is completed.

• Conduct case-development activities requiring analysis, attention to detail, and sound judgment.

Ideal Candidate

• Strong administrative and customer service experience

• Comfortable handling a high volume of phone calls

• Strong data entry and documentation skills

• Professional written and verbal communication

• Organized and detail-oriented

• Able to manage multiple priorities and follow-up tasks

• Comfortable communicating with claimants, medical offices, attorneys, and vendors

• Able to work independently and exercise sound judgment