We are looking for a proactive, detail-oriented part-time Administrative Assistant to help keep our operations smooth, our team supported, and our clients cared for. This role touches nearly every corner of our office-from client tracking and data entry to team support and office organization. If you love being the go-to person who keeps things on track, we'd love to hear from you. This role is based in Seattle, WA, and includes flexibility and a warm team environment
Key Responsibilities
Client Tracking Lead
- Open and close client files (iHealth, SharePoint, CM list, and EOM spreadsheet)
- Track and reconcile client data across systems
- Maintain end-of-month (EOM) spreadsheet
- Monitor and follow up on Power of Attorney documentation
- Audit CES-only client charts
iHealth Oversight
- Reconcile client lists between iHealth, SharePoint, and CM list (monthly)
- Review iHealth notes weekly
- Provide data entry support as needed
- Lead annual client fee process
- Update iHealth with fee/mileage changes annually
Team Support & Office Love
- General team admin support and "office love" tasks to keep things running smoothly
- Maintain office supplies and initiate reorders
- Act as tech contact for SharePoint, Skynet, e-fax, Zoom, voicemail, email, and Adobe
- Manage the AW calendar
- Coordinate CM on-call schedule & conference room bookings
- Be the friendly problem-solver for office needs
- Serve as building contact and key distribution
- Manage office voicemail
Administrative Support
- Send monthly birthday and anniversary cards to staff and clients
- Keep SharePoint files organized as needed
- Support manual updates as needed
- Oversee annual staff survey (November)
- Coordinate annual chart shredding (February)
- Order annual labor law notices (January)
Meeting Coordinator
- Send invites and track RSVPs for meetings
- Create agendas and organize meeting logistics (food, setup, tech, and clean-up)
- Lead NACCM CEU process
Employee "Chart" Management
- Ensure documentation is complete for:
- ID (annually/at hire)
- Auto insurance (at hire/when due)
- WATCH/MVR (August/at hire)
- Compliance documentaton (Feb/at hire): Abuse/Zero Tolerance, infection control, mandatory reporter
- Certificate renewals (annually)
- Staff evaluations (2x/year & at hire)