Job Summary

We are seeking a detail-oriented Admin Assistant/Med Records-Hybrid for a direct hire opportunity in Novato, CA. This role supports medical records administration within a professional legal services environment, helping ensure records, requests, correspondence, invoices, and documentation are processed accurately and on schedule.

This is a strong opportunity for an administrative professional who enjoys organized, high-volume clerical work and wants to be part of a collaborative team. The ideal candidate will appreciate a structured work environment, supportive leadership, clear processes, and the opportunity to build valuable experience in medical records, legal administration, and document management.

Key Responsibilities

- Update internal systems with accurate medical records information and related documentation.
- Draft letters, applications, and requests for medical records, death certificates, Social Security records, and union records.
- Follow up with medical facilities and outside organizations to obtain records or confirm proper request procedures.
- Process medical and billing records once received, including reviewing records to determine date ranges of visits.
- Process invoices for payment and maintain accurate administrative records.
- Perform clerical support duties such as word processing, copying, faxing, electronic service, filing, data entry, and record requests.

Compensation and Benefits

- Pay: $25.00 per hour.
- Job Type: Direct Hire.
- Work Arrangement: Hybrid.
- Location: Novato, CA.

Required Qualifications and Skills

- Support medical records administration, documentation processing, and records follow-up.
- Draft correspondence, applications, and formal requests for records and certificates.
- Process medical records, billing records, invoices, and related data entry.
- Provide clerical and administrative support to meet department and business needs.

- Minimum of 1 year of office experience and/or legal background required.
- Experience level: 3 to 5 years preferred for this administrative support opportunity.
- Accurate typing speed of 30 to 40 WPM required.
- Proficiency with basic word processing, data entry, copying, faxing, electronic filing, and document handling.
- Experience with WordPerfect, Adobe Acrobat, Microsoft Word, Microsoft Excel, and database systems preferred.
- Ability to manage a high volume of work accurately and consistently under deadlines and time constraints.
- Strong attention to detail, organization, follow-up skills, and the ability to remain focused and positive in a busy environment.

Preferred Qualifications

- Some college coursework preferred.
- Prior experience in medical records, legal services, records retrieval, billing records, or administrative support is preferred.
- Familiarity with handling confidential documents and sensitive records is a plus.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.