Administrative Support - Pediatrics

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

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