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Administrative Assistant

Position Overview

The Administrative Assistant is an important part of our efforts to connect people with the services we offer.  This position is responsible for the day-to-day completion of the front desk duties, which includes greeting visitors to the agency, answering and directing phone calls, and general office support.  There is an emphasis on the registration and scheduling of clinic patients.  The Administrative Assistant is a vital part of our efforts to build a setting that is respectful, and free of stigma and discrimination.


To improve health and well-being, ALLIES provides integrated medical care, supportive human services, and community-based education for individuals living with, or at risk of HIV, viral hepatitis, and sexually transmitted infections.


ALLIES envisions a healthier community whereby people access integrated medical care and supportive human services in a respectful setting, free of stigma and discrimination.


  • Check in patients, verify and update demographic and insurance information in medical record
  • Check out patients as well as scheduling new or existing patients according to care guidelines
  • Schedule consumers appropriately utilizing the appropriate system.
  • Monitor timeliness of consumer services
  • Collection of payments and cash reconciliation
  • Closeout procedures, batching and transaction reports
  • Assist in the resolution of issues with patient services
  • Act as first point of contact for Allies services
  • Answer the telephone, screen calls, take messages and direct callers to appropriate staff member or services
  • Provide information about the agency and its services while being mindful of confidentiality
  • Greet clients, patients and visitors and direct them to appropriate department after assessing their needs
  • Maintain Lobby’s appearance and inventory throughout the day
  • Maintain confidentiality of patient and client records
  • Provide limited assistance in contacting consumers, labs, insurers, and other providers
  • Maintain agency phone recordings updated as needed
  • Provide feedback to improve agency services

Organizational Expectations

  • Seek out up-to-date information about Allies’ programs and services, as well as relevant local, regional and national health statistics that will inform and support our Mission
  • Improve job knowledge by remaining aware of new regulations and best practices; participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations
  • Embrace and exemplify organizational standards and guiding principles for processes, protocols, and utilization
  • Commit to Allies’ promise to sustain and extend diversity, equity, and inclusion
  • Contribute to efforts which build and reinforce Allies’ distinctive, effective, and ethical practices

Knowledge Skills and Abilities

The Administrative Assistant should have demonstrated experience in the following areas:

  • Gather and document patient information in an Electronic Health Record system
  • Navigating cycle of registration for billing to insurers
  • Operation of typical office equipment such as multi-line telephones, copiers, printers, and computers
  • Microsoft Outlook and software programs such as Word and Excel
  • Common safety hazards and processes to maintain safe work environment
  • Very strong interpersonal skills, with the ability to establish and maintain relationships with co-workers, visitors, and non-agency representatives
  • Strong oral and written communications skills
  • Strong customer service skills with the ability to work with diverse groups and special populations
  • Ability to prioritize tasks quickly and consistently

A High School diploma/GED or equivalent career experience required; Associates Degree is preferred.  A minimum of two years in a clinic/primary care setting or billing position with significant patient contact is required.  Experience with the Athena electronic health record system is also preferred. 

The Administrative Assistant/Medical Secretary may be called upon to engage in physical activity related to general office work including the capacity to stand or sit for extended periods. Current PA child abuse, PA criminal history, Federal criminal history clearances, and verification of TB test performed within the last year are required within the first 30 days of employment.

The designated hourly rate for the Administrative Assistant is between $15 and $16.50 with distinctions made for education and direct service experience with client populations like Allies’

LGBTQIA identified persons, Black, Indigenous, and other people of color (BIPOC), individuals with disabilities and legal histories, as well as from other historically underrepresented communities are encouraged to apply.