Respite Program Office Assistant

Child-and-Family-Focus,-Inc.; Willow Grove (PA); Hybrid; USD 34,000 - 42,000; Full time

Benefits offered by this job

Medical and Vision Benefits

Dental Benefits

Ancillary Benefits

Long Term Disability

Life Insurance

Paid Holidays

Paid Time Off

Paid Parental Leave

Tuition Reimbursement

401K with company match

Mileage reimbursement

Clearance Reimbursement

Job summary

Child and Family Focus, Inc. is seeking an Administrative Assistant to provide essential administrative support for the Respite Care and Prevention Education Programs.

The role involves coordinating program activities, maintaining confidential client records, and delivering excellent customer service in a fast-paced environment. Under supervision, the Admin Assistant will assist with data entry, reporting, billing support, and preparation for audits while ensuring HIPAA compliance and

Qualifications

• High School Diploma or GED required.
• Experience in health care, mental health, or social services preferred.
• Strong customer service and data handling skills.

Responsibilities

• Input, update, and verify data in EHRs, Excel, and program tracking systems.
• Maintain confidential client records per HIPAA and agency rules.
• Respond to phone calls and email inquiries.
• Conduct service verification phone calls.
• Process incoming/outgoing mail for the program.
• Assist with routine chart audits and county audits.
• Organize electronic and paper charts and obtain missing information.
• Generate routine reports for monitoring and reporting.
• Review invoices for billing accuracy and resolve discrepancies.
• Document meeting discussions and distribute minutes.
• Prepare documentation for audits.
• Maintain a clean, organized office environment.
• Perform other administrative duties as assigned.

Skills

Data entry

Customer service

Confidentiality

Communication

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Electronic Health Records System

Job description

The Respite Care and Prevention Education Programs at Child and Family Focus are seeking a highly organized and dependable Administrative Assistant to provide administrative support, coordinate program activities, and deliver exceptional customer service. The ideal candidate will be skilled at managing multiple priorities while maintaining accuracy, confidentiality, and professionalism in a fast-paced environment.

Position Summary

Working under the program supervisor, the Respite Program Administrative Assistant will aid in the coordination of services. Primary responsibility is to support the Respite and Prevention Education Supervisor and program staff by performing the duties listed below.

• Input, update, and verify data within electronic health records, Excel spreadsheets, and program tracking systems in a timely manner.
• Maintain accurate and confidential client records in accordance with agency, county, and HIPAA requirements.
• Respond to incoming telephone calls and email inquiries.
• Conduct service verification phone calls.
• Manage incoming mail for the program and prepare outgoing mail for the program.
• Conduct routine internal chart audits and assist with preparation for county level audits.
• Organize and maintain electronic and paper charts for completeness and follow up with program staff to obtain missing information.
• Generate routine reports and compile data for program monitoring, stakeholder reporting, contractor reportingand quality improvement activities.
• Support billing activities by reviewing invoices for accuracy and resolving discrepancies.
• Document meeting discussions, decisions, and action items, and distribute meeting minutes as needed.
• Assist in preparing documentation for internal, county, and regulatory audits.
• Maintain a clean, organized, and professional office environment.
• Perform other administrative duties as assigned.

Required Qualifications

• High School Diploma or GED

Preferred Qualifications

• One or more years of experience in a health care, mental health, or social services environment
• Two or more years of experience in the customer service field
• Proficiency in Microsoft Office Suite
• Prior experience navigating an Electronic Health Records System

Compensation and Benefits

• Pay starting at $16.50 an hour
• Hybrid work schedule, 4 days in the Willow Grove office
• Medical and Vision Benefits offered on first day of employment, 3 plan options offered by Independence Blue Cross
• Dental Benefits offered on first day of employment, 2 plan options offered by Guardian
• Ancillary Benefits offered on first day of employment, such as Accident, Critical Illness, Cancer, Short Term Disability
• Long Term Disability and $50,000 Life Insurance Policy provided by CFF
• 9 Paid Holidays
• 17 days of Paid Time Off with additional days added through years of service
• Paid Parental Leave
• Tuition Reimbursement
• Annual Salary Increase and Bonus
• 401K plan with company match and profit sharing
• Mileage and Expense reimbursement for travel and training
• Clearance Reimbursement

*Eligibility Requirements apply

CFF is an equal opportunity and drug free employer.We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, gender identity, or genetics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.