Office Administrator

Children's Aid Society; York (York County); On-site; USD 40,000 - 55,000; Full time

Job summary

Children's Aid Society in York, PA seeks an Office Administrator at Werner Early Learning Childcare Center. This role ensures a pleasant, professional experience for visitors, handles reception, mail, and supplies, and coordinates meetings and office services at the site.

The position requires an Associate’s degree or equivalent, at least two years of office experience, familiarity with medical billing, and strong MS Office and EHR skills. Local driving may be needed for site coverage.

Qualifications

• Associate’s degree or equivalent experience; office setting preferred.
• At least two years in an office environment.
• Exposure to medical billing is a plus.
• Proficient in Microsoft Office applications.
• Knowledge of Electronic Health Record (EHR) systems.

Responsibilities

• Oversee reception area and maintain professional image.
• Support departments with referrals, scheduling, mail, and supplies.
• Maintain office inventory and coordinate equipment maintenance.
• Handle insurance verifications and client payments.
• Ensure HIPAA and privacy compliance.
• Potentially back up other sites and supervise staff.

Skills

Organizational skills

Communication skills

HIPAA compliance

Teamwork

Education

Associate’s degree or equivalent education or experience

Two years of office experience

Exposure to medical billing

Microsoft Office Suite proficiency

Experience with EHR systems

Tools

Microsoft Word

Excel

Outlook

Job description

JOB DESCRIPTION

Location: York, PA

Classification: Nonexempt; Full-Time

Reports to: Vice President of Childcare

Date: July 23, 2026

Summary/Objective

The Office Administrator position is responsible for ensuring an overall pleasant and professional experience at the Werner Early Learning Childcare Center. The Office Administrator oversees office activities—including the appearance of the reception area, mail distribution, small purchasing requests, and general facility oversight. The Office Administrator is responsible for the coordination of office services and related activities. The Office Administrator provides arrangements for office meetings at the location, as requested.

Essential Functions

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

1. Oversee the reception area to ensure a positive first impression for all visitors and clients while providing effective telephone and mail communications, both internally and externally to maintain a professional image.
2. Performs administrative duties in support of departments & programs at the center to include, but not limited to the handling of client referrals, scheduling appointments, mail distribution, and ordering supplies.
3. Maintains inventory of office supplies; performs or facilitates maintenance of office equipment; reports all major defects in facilities to VP of Childcare or VP of Finance/Admin.
4. Responsible for insurance verifications and notification of any delinquent accounts and/or insurance issues. Collects and applies all copayments and self-payments received from clients.
5. Ensures client confidentiality in accordance with HIPAA and the Family Rights and Privacy Act of 1974.
6. Participates as needed in special department projects as required. May be required to serve as a back-up at other site locations as needed.
7. May supervise Evening Receptionist or volunteers at center

Required Education and Experience

1. Associate’s degree or equivalent education or experience
2. At least two years of previous experience working in an office environment
3. Previous exposure to medical billing
4. Excellent working knowledge of Microsoft Office Suite (Word, Excel, Outlook)
5. Knowledge and experience with Electronic Health Record (EHR) systems.

Work Environment

This job operates in a professional office or childcare environment. While performing the duties of this position, the employee may be exposed to weather conditions prevalent at the time. The employee may experience exposure to dust, pollens, pollutants, fumes, and communicable diseases related to the childcare environment. The noise level is moderate when exposed to children. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers to handle or feel; and bend/reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work

This is a full-time position. Workdays are typically Monday through Friday. Work hours may vary between 6:00 am – 7:00 pm.

Work Authorization/Security Clearance

Child Abuse History Clearance, PA State background check, FBI criminal background check and National Sex Offender Registry certificate required. Valid driver’s license required.

AAP/EEO Statement

Diversity & Inclusion have always been key to our success. We are an Equal Opportunity employer and our employees are people with different strengths, experiences and backgrounds, who share a passion for improving people's lives. Diversity not only includes race and gender identity, but also age, disability status, veteran status, sexual orientation, religion and many other parts of one’s identity. All of our employee’s points of view are key to our success, and inclusion is everyone's responsibility.

Other Duties

The specific statements shown in each section of the Job Description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. Job responsibilities/tasks may be modified and/or expanded over time with or without notice.