Program Assistant; Claims Administration

Program Assistant (Claims Administration)

Cal Optima, a mission‑driven community‑based organization that serves member health with excellence and dignity, is seeking a Program Assistant (Claims Administration) to join our Claims Administration team. This role provides essential administrative support to ensure the smooth operation of department activities.

• Participate in a mission-driven culture of high-quality performance with a member focus on customer service, consistency, dignity and accountability.
• Assist the team in carrying out department responsibilities and collaborate with others to support short- and long-term goals/priorities.
• Coordinate calendar and schedule of the department directors, including scheduling appointments, meetings and events.
• Exercise discretion in committing time, evaluating needs, and making meeting arrangements.
• Interact with other departments, external stakeholders and Cal Optima Health’s general office system, coordinating work or processes with other administrative staff.
• Support the managers and supervisors with claims audit file assembly and submissions.
• Serve as the timekeeper and coordinate records retention for the department, including maintenance and coordination of retrieving files stored at an offsite facility.
• Serve as the point of contact for claims provider escalation cases and follow through with the leadership team on deliverables.
• Answer telephone calls and assist internal and external callers as necessary.
• Prioritize situations requiring the directors’ attention and either redirect them to the appropriate staff or handle them personally.
• Handle all incoming vendor/purchase services invoices and expense reports for management personnel as appropriate, which includes reconciliations of transaction records, files and counts.
• Coordinate travel arrangements for management personnel.
• Prepare or update routine and ad hoc reports for all lines of business including budget and department statistics.
• Develop materials, coordinate and analyze data and prepare information for reports while providing administrative support for specific and/or ongoing projects.
• Provide 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.
• Maintain an inventory of supplies, including monitoring needs and ordering.
• Maintain confidential and sensitive information and files regarding management projects, policy, and personnel ensuring appropriate follow-up.
• Complete other projects and duties as assigned.

• High‑school diploma or equivalent plus 1 year of administrative support experience.
• Preferred: 2 years of administrative support experience.

• Develop rapport and establish effective working relationships with Cal Optima Health’s leadership, staff, and external contacts at all levels and with diverse backgrounds.
• Work independently and exercise sound judgment.
• Communicate clearly and concisely, both orally and in writing.
• Work a flexible schedule; available to participate in evening and weekend events.
• Organize, be analytical, problem‑solve, and possess project management skills.
• Work in a fast‑paced environment and in an efficient manner.
• Manage multiple projects and identify opportunities for internal and external collaboration.
• Motivate and lead multi‑program teams and external committees/coalitions.
• Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job‑specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.

• Ability to visually read information from computer screens, forms, and other printed materials.
• Ability to speak and listen clearly in conversation and general communication.
• Hearing ability for verbal communication via telephone, telephone systems, and face‑to‑face interactions.
• Manual dexterity for typing, writing, standing, reaching, flexibility, body movement for bending, crouching, walking, kneeling, and prolonged sitting.
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