Administrative Assistant

This position is responsible for managing the phone lines and front desk, including traffic flow into the Center, to ensure a high degree of customer service and the safety of the employees, patients served, and visitors. This position will assist the Center Director in all aspects of the Center in accordance with Arkansas Minimum Licensing, Division of Provider Services and Quality Assurance, and other regulatory agency requirements. Other duties may be assigned, as needed, by the Center Director, Program Administrator, or governing agencies.


Summary of essential job function

• Ensure all Center policies and procedures are implemented by all staff members and report any concerns to the Center Director immediately
• Is familiar with, and responsible for, following Arkids Pediatric Day Centers' policies, procedures and guidelines, as well as those requirements set forth by regulatory agencies, including Division of Provider Services and Quality Assurance (DPSQA), Arkansas Minimum Licensing, and the Arkansas Health Department
• Adhere to all policies and procedures outlined in the Employee Handbook for employees of Arkids Pediatric Day Centers
• Answer all incoming telephone calls in a pleasant and timely manner and take accurate messages when necessary
• Call offices before transferring calls to ensure staff are available to take calls
• Ensure computer, internet, phone, and other company equipment is utilized for company purposes only
• Cell phone use is prohibited while on company time unless prior approved by supervisor
• Ensure the front areas of the Center are clean and organized at all times
• Greet patients, families, Center staff, and visitors as they enter the Center and monitors traffic flow to ensure only appropriate persons are allowed in the Center
• Ensure all visitors and patients are signed in when they enter the Center
• Ensure visitors receive a Visitor Badge
• Ensure photo I.D. is checked against the appropriate authorized pick-up list prior to releasing patients
• Call the classrooms to notify them of approved pick ups
• Promptly and accurately files documents in the patient's medical chart as soon as possible, but at a minimum of weekly
• Ensure all patients' attendance is maintained and up-to-date in the approved patient information system
• Maintains a daily absentee log for each patient
• If a patient is absent for an unknown reason, the AA will assist with calling the patient's parent/guardian to discuss the reason-this will be documented on the daily attendance form
• The original attendance sheets will be stored in an Attendance Binder.
• Submit all attendance reports to the appropriate staff and leadership by noon daily
• Enter all patient information upon enrollment into the approved patient information system, along with any time there are changes and/or updates
• Complete Medicaid Eligibility by 10:00am & notifies the appropriate staff and leadership of any changes in active status, on a daily basis
• Completely and accurately complete Inquiry Forms on all inquiries received via phone and walk-in and submits them to the Patient Care Coordinator as soon as possible, but minimally by the end of the work day
• Assists with obtaining completed Enrollment and Eligibility forms for the food program on all enrolled patients at a minimum of annually
• The original Enrollment and Eligibility forms will be maintained in a binder
• Sends out Information Update forms to parents/guardians a minimum of quarterly and updates the approved patient information system when updates and/or changes occur
• Create a hard chart on each patient within 1 week of enrollment
• Complete chart reviews on all patients after 2 weeks of enrollment and every 90 days thereafter, including 10% in discharge patients
• Ensure all required paperwork is maintained and up to date for all patients
• Maintain documentation of all standing orders for Medicaid Transportation, including fax confirmations and/or emails
• Submit parent/guardian gas reimbursements for Medicaid Transportation as minimum of weekly, keeping fax confirmations and/or emails
• Maintain an office supply list and turn in requests to the Center Director by the 3rd week of the month (for the next month)
• Maintains confidentiality of all patients, their families, staff and company
• Assist Center Director in relaying information to parents/guardians in times of an emergency
• Must be comfortable speaking with parents/guardians, physicians, potential referral sources and other community members
• Performs all clerical duties as assigned by the Center Director and/or Program Administrator
• May fill in for other positions (ex. classroom, breaks for classroom staff)
• Other duties as assigned

• High School Diploma or equivalent
• Five (5) years of experience in Early Childhood Education or related field preferred
• Clear Criminal Record Check, Arkansas Child & Adult Maltreatment Regulatory Checks, FBI Regulatory Check, including National Sex Offender Registry
• Yearly completion of a minimum of 15 hours of continuing education through PDR
• Pass a drug screen (upon hire, annually, and/or randomly)
• Clear Driving Record

• Ability to communicate effectively with co-workers and supervisors
• Ability to work with children
• Ability to handle multiple tasks in a very busy environment
• Ability to carry out instructions
• Ability to clean efficiently and timely
• Ability to lift up to 50lbs
• Ability to bend, stoop, stand, walk, pull, and reach for several hours per day
• Ability to demonstrate basic computer skills