Administrative Support - Pediatrics

Schedule: Monday - Friday, 7:30 AM - 4:00 PM

Pay: TBD

Education level: High school diploma or general education degree (GED); See Qualification Requirements below.

SUMMARY:

The Administrative Support Specialist serves as the first point of contact for families, visitors, and staff at the pediatric preschool location. This role provides essential clerical, customer service, and administrative support to ensure efficient daily operations. The position requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple tasks in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Front Desk/Customer Service

• Greet families, visitors, and prospective clients in a professional, welcoming manner
• Answer and route incoming telephone calls promptly and courteously
• Provide general information regarding programs and services
• Coordinate and schedule preschool tours for prospective families

Clerical/Administrative Support

• Perform general clerical duties including copying, faxing, scanning, and filing
• Maintain organized and accurate records, both electronic and paper
• Initiate and maintain client profiles in the Electronic Health Record (EHR) system
• Run reports and provide administrative data support to management as requested
• Support internal auditing of files for compliance and accuracy
• Complete purchase orders and coding according to procedure.

Program /Operational Support

• Track and maintain daily student attendance records
• Manage and record daily lunch counts and assist with nutrition program reporting as assigned
• Assist with therapy outpatient schedule coordination
• Support purchasing activities, including ordering and tracking office and program supplies

Financial/Billing Responsibilities

• Verify payer sources and eligibility for services
• Collect co-pays and other payments in accordance with established procedures
• Accurately document all financial transactions in compliance with FCC procedures
• Maintain confidentiality and compliance with all applicable regulations
• Additional Duties
• Assist with miscellaneous administrative and operational tasks as assigned by the Program Administrator
• Support team members and contribute to a positive, collaborative work environment

This is a safety sensitive position.

Maintains confidentiality of all information received regarding Friendship Community Care, Inc. and the clients. Conditions of confidentiality shall be in compliance with Friendship Community Care Non-Disclosure Policy and HIPPA Policies.

The job description is not intended to be all-inclusive, and employees will also perform other reasonable related business duties as assigned by immediate supervisor and other management as required.

This organization reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.

QUALITY ASSURANCE & COMPLIANCE: To adhere to the following and comply with all Quality Assurance’s & HIPPS procedures.

• The Code of Conduct and Compliance Investigation Procedures as read and discussed in the new employee training must be followed at all times.
• Consumers’ progress notes be maintained and completed daily or as needed on the prescribed forms.
• Consumers’ records must be maintained weekly, monthly, quarterly, and yearly. All information must be filed in consumers’ recorded as needed and updated as prescribed by funding sources.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Pediatric preschool setting with frequent interaction with children, families and interdisciplinary staff
• Office based front desk position requiring prolonged sitting, phone use, and computer work

The noise level in the work environment is usually moderate.

This organization reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Skills/Competencies

• Excellent interpersonal and customer service skills
• Strong organizational and time management abilities
• Attention to detail and accuracy in data entry and recordkeeping
• Proficiency with Microsoft Office and ability to learn EHR systems
• Ability to handle confidential information with discretion
• Effective communication skills, both verbal and written
• Ability to multitask and work efficiently in a fast-paced environment

Position Expectations

• Maintain professionalism and a positive attitude at all times
• Demonstrate reliability, punctuality, and accountability
• Support the mission and values of the organization

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• High school diploma or equivalent required; associate degree preferred
• Minimum of 1–2 years of administrative or customer service experience, preferably in a healthcare, education, or pediatric setting

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

PHYSICAL DEMANDS:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The ability to sit for extended periods and perform desk-based tasks. The employee frequently is required to stand, walk, and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.