Onsite Early Intervention Administrative Assistant

The-Children; Pittsburgh (Allegheny County); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Medical insurance

Dental & Vision

PTO & Holidays

Education assistance

Professional development

Job summary

The Children's Institute of Pittsburgh is seeking an Early Intervention Administrative Assistant to support client referrals, data management, and intake processes onsite at 1405 Shady Ave, Pittsburgh, PA 15217.

The role requires strong MS Office skills, excellent communication, and organizational abilities; prior Early Intervention experience is a plus, and clearances (Act 73 FBI, Act 34, Act 33) are required.

Qualifications

• High school diploma or equivalent required.
• Experience with computer technologies / software programs such as Microsoft Office, Windows 10, billing or scheduling software, etc.
• Strong, effective, and clear verbal, written and interpersonal communication skills
• Has strong organizational skills
• Previous Early Intervention experience preferred, but not required
• Able to work independently
• Clearances Required: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance

Responsibilities

• Manage and track session notes, including printing, data entry, quality review, correction follow-up, reconciliation with scheduled appointments, and submission to external partners.
• Process and coordinate new client referrals, including therapist assignments, client record creation, demographic documentation, tracking, and communication with therapists and program leadership.
• Maintain accurate electronic and paper client records, ensuring compliance with agency and regulatory requirements.
• Coordinate prescription and prescription renewal processes, including obtaining family consent, contacting physician offices, tracking requests, documenting receipt, and notifying therapists.
• Serve as a primary point of contact for incoming phone calls, messages, staff, families, and community partners, ensuring timely and professional communication.
• Greet and assist Early Intervention staff, providing ongoing administrative support and acting as a departmental resource.
• Process intake and welcome packet documentation, monitor completion status, track missing paperwork, and maintain audit records.
• Monitor, prepare, and replenish welcome, follow-up, and discharge packets to support program operations.
• Perform additional administrative, operational, and program support duties as assigned to ensure efficient department operations.

Skills

Communication skills

Organizational skills

Independent work

Microsoft Office

Windows 10

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Billing software

Scheduling software

Windows 10

Job description

The Children's Institute of Pittsburgh is seeking an Early Intervention Administrative Assistant to support client referrals, data management, and intake processes onsite at 1405 Shady Ave, Pittsburgh, PA 15217.

The role requires strong MS Office skills, excellent communication, and organizational abilities; prior Early Intervention experience is a plus, and clearances (Act 73 FBI, Act 34, Act 33) are required.