Respite Program Office Assistant

Child & Family Focus, Inc.; Willow Grove (PA); Hybrid; USD 19,000 - 27,000; Full time

Benefits offered by this job

Hybrid schedule

Medical benefits

Vision benefits

Dental benefits

Life insurance

Paid holidays

Paid time off

Parental leave

Tuition reimbursement

401K with match

Mileage reimbursement

Clearance reimbursement

Annual bonus

Job summary

Child & Family Focus, Inc. seeks an organized Administrative Assistant to support the Respite Care and Prevention Education Programs in a hybrid Willow Grove office.

You will handle data entry, client records, inquiries, and routine reporting while maintaining confidentiality in a fast-paced health services setting. The role requires strong Microsoft Office skills, data accuracy, and experience with electronic health records.

Qualifications

• High School Diploma or GED required.
• 1+ year in health care, mental health, or social services preferred.
• 2+ years in customer service preferred.
• Proficiency in Microsoft Office Suite expected.
• Experience navigating Electronic Health Records (EHR) systems preferred.

Responsibilities

• Input, update, and verify data in electronic health records, Excel, and program tracking systems.
• Maintain confidential client records per agency, county, HIPAA requirements.
• Respond to incoming calls and email inquiries.
• Conduct service verification calls and prepare program mail.
• Aid in internal chart audits and county/regulatory audits preparation.
• Organize electronic and paper charts and follow up for missing information.
• Generate routine reports for monitoring and stakeholder reporting.
• Assist billing with invoice accuracy and discrepancy resolution.
• Document meetings and distribute minutes as needed.

Skills

Customer service

Microsoft Office

Data management

Phone and email inquiries

Education

High School Diploma or GED

Tools

Excel

EHR systems

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.