Administrative Assistant -Data Management

AP Professionals
September 10, 2019
Rochester, New York
Job Type
Street Address
500 Linden Oaks


AP Professionals is seeking an Administrative Assistant for Data Management with a not-for-profit company located in Brighton, NY. The Administrative Assistant will be responsible for the management and administration of the company's confidential client database and serve as the primary point of contact for database questions. This position also supports team leaders in the use of other information systems, spreadsheets, and forms. Also, will be responsible for regular compliance reporting, and the timely/accurate management of all program data and information (hard-copy and electronic files). The incumbent must ensure overall organization, coordination, and timely execution of all program administrative operations, procedures, and resources to maximize organizational effectiveness and efficiency. This is a direct-hire position, in Rochester, NY paying between $18-19/hour.


  • Assist in answering telephones, and respond to direct requests for information and/or forward messages to appropriate staff, including incoming facsimile transmissions, emails, or other forms of communication
  • Assist in organizing and planning for on-site events, including but not limited to all staff meetings, training, and social events
  • Accurately enter monthly electronic Medicaid billing in a timely manner
  • Collect and distribute all requests for PTO, and maintain a shared PTO / staff attendance calendar for management purposes
  • Distribute all staff communication or directives on behalf of management and Executive Director
  • Maintain confidentiality of all information that may be encountered either formally or informally during the normal course of business, including medical and treatment records, financial and human resource information, pursuant to all HIPAA rules and regulations. Failure to maintain HIPAA standards will result in disciplinary action up to and including immediate termination
  • Additional duties including database management and other administrative/clerical duties as assigned


  • Associate’s Degree preferred


  • 2-5 years of previous administrative experience required

Knowledge, Skills, Abilities, and Other Characteristics

  • Outstanding IT and computer skills, with proficiency utilizing Microsoft Office required
  • Excellent analytical skills and the ability to organize data into succinct reporting formats required
  • Ability to execute projects in a timely manner, with exceptional attention to detail and accuracy required
  • Ability to effectively manage multiple tasks required. Must be self-directed in handling complex operational challenges in a mature and responsible manner
  • Must follow-up appropriately and in a timely manner on all assignments and takes initiative in problem solving, information gathering, and monitoring
  • Exceptional interpersonal communication skills required. Person-centered approach and sensitivity/ compassion required
  • Must embrace a culture of continuous learning and evaluation
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