Administrative Assistant II

Job Description

Job Description

Description:

POSITION TITLE: Administrative Assistant II

DEPARTMENT: Administration 

SUPERVISOR: Cheri Montee

WORK HOURS: Full Time / Monday through Friday – 7:30 am to 4:00 pm

EXEMPTION STATUS: Non-exempt

EMPLOYMENT STATUS: Full-time

SALARY RANGE: $20.00-$25.00

The following statements are intended to describe the general nature and level of work expected in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

POSITION SUMMARY

This Administrative Assistant II at the Children's Developmental Center provides administrative support to the Finance department and Programs. 

The position coordinates referrals and scheduling from intake through follow-up, prepares and manages patient paperwork in the electronic health record (EHR), and keeps treatment spaces, supplies, and materials ready for provider and family use. 

The Administrative Assistant is often a family's point of contact for scheduling and paperwork, so accuracy, confidentiality, and a professional, welcoming manner are required at all times. Filing, scanning, inventory, mail, and backup phone coverage are part of the role.

ESSENTIAL DUTIES

To be successful at this job each of the Essential Duties must be performed satisfactorily.

Pediatric Pelvic Health (PPH) Program Support

· Track incoming Pediatric Pelvic Health (PPH) referrals, ensuring the Office Assistant has uploaded each referral into the EHR and the Billing Coordinator has verified insurance.

· Schedule PPH evaluation and follow-up appointments and confirm all appointments with families.

· Send PPH intake forms to families through the EHR for completion prior to appointments.

· Print paperwork for each PPH appointment, including the PT appointment report, upcoming appointment list, and family teaching sheets.

· Scan completed PPH paperwork into the EHR.

· Schedule interpreter services for PPH appointments as needed.

· Set up the PPH treatment room; stock and organize supplies.

· Clean and sanitize the PPH room and equipment between patients.

· Manage PPH laundry three days per week.

ESIT Program Support

· Take notes at weekly Department meetings and maintain meeting records.

· Update EHR schedules for providers. 

· Transfer mileage for each therapist onto the Excel mileage spreadsheet.

· Print evaluation intakes and assemble evaluation packets.

· Track and follow up on all in-house evaluation requests.

· Manage inventory of speech and motor supplies.

· Organize and restock infant massage packets, torticollis handouts, DNQ packets, and sensory handouts.

· Assemble fine motor packets for children ages 2–3.

· Clean and sanitize toys, mats, and equipment used in provider visits and the motor room.

General Administrative Support

· Provide support to finance as needed for mileage, expense, and accounts payable processing as needed.

· Provide filing and other administrative support for PPH, Motor, and Speech providers.

· Process and file protocols.

· Scan and save forms and medical records to the appropriate location.

· Manage returned and annual physician script requests for Birth to Three programs (initial requests are handled by the Office Assistant).

· Process incoming and outgoing mail according to agency policy.

· Serve as backup for the multi-line phone system.

· Problem-solve and carry out responsibilities independently with minimal supervision.

· Other duties as assigned.

Requirements:

QUALIFICATIONS

• High School diploma or equivalent

• Prior administrative, medical office, or healthcare support experience preferred

• Experience with electronic health record (EHR) systems preferred

• Proficiency in Microsoft Office, including Excel and Outlook

• Strong organizational skills and attention to detail; able to track multiple referrals, appointments, and requests accurately

• Good verbal and written communication skills

• Ability to maintain confidentiality of protected health information in accordance with HIPAA

• Ability to effectively multi-task in a busy clinical setting

• Ability to apply common-sense understanding to carry out established duties and written or verbal instructions

• Able to work independently and cooperate as a team member

• Punctual, reliable, and flexible

• Bilingual (English/Spanish) preferred