Program Assistant (Claims Administration)

CalOptima is a mission-driven community-based organization dedicated to serving member health with excellence and dignity. The Program Assistant will provide administrative support to the Claims Administration team, assisting in day-to-day activities and collaborating with various stakeholders to enhance healthcare services.

Responsibilities

• Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability
• Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department
• Coordinates calendar and schedule of the department Directors, including scheduling appointments, meetings and events
• Exercises discretion in committing time, evaluating needs, and making meeting arrangements
• Interacts with other departments, external stakeholders and CalOptima Health's general office system, and coordinates work or processes with other administrative staff within CalOptima Health
• Supports the managers and supervisors with claims audit file assembly and submissions
• Serves as the timekeeper and coordinates records retention for the department, including maintenance and coordination of retrieving files stored at an offsite facility
• Serves as the point of contact for claims provider escalation cases and follows through with the leadership team on deliverables
• Answers telephone calls and assists internal and external callers as necessary
• Prioritizes situations requiring the Directors' attention and either redirects them to the appropriate staff or handles them personally
• Handles all incoming vendor/purchase services invoices and expense reports for management personnel as appropriate which includes reconciliations of transaction records, files and counts
• Coordinates travel arrangements for management personnel
• Prepares/updates routine and ad hoc reports for all lines of business including budget and department statistics
• Develops materials, coordinates and analyzes data and prepares information for reports while providing administrative support for specific and/or ongoing projects
• Provides support to staff, including but not limited to preparing meeting materials, maintaining minutes, routing documents, performing data entry and handling incoming and outgoing correspondence per administrative policy
• Maintains an inventory of supplies, including monitoring needs and ordering
• Maintains confidential and sensitive information and files regarding management projects, policy, and personnel ensuring appropriate follow-up
• Completes other projects and duties as assigned

Skills

• High school diploma or equivalent PLUS 1 year of administrative support experience required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying
• 2 years of administrative support experience

Benefits

• A comprehensive benefits package
• CalPERS pension program and additional retirement packages.
• A generous PTO program
• A quality work life balance
• Various wellness programs
• Tuition Reimbursement
• Professional development opportunities
• Career development opportunities
• Flexible scheduling

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