What are the responsibilities and job description for the Administrative Assistant, Billing and Collections position at Archway Programs?
Section I
Position Title: Administrative Assistant / First Level Manager: Director of Just Kids
Subsidy Accounts
Program: Just Kids Signature: ___________________________
Division: Educational Services Second Level Manager: Executive Director of
Educational Services
Date: _____________ Signature:___________________________
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Section II
1) The general function of the department :
Work with public school districts by providing an enriching environment for children in which they may attend before and after school activities that are adult facilitated.
2) The primary purpose of this position:
Responsible for all aspects of registration record keeping, and building for subsidize child care clients.
Section III
3) Specific duties and responsibilities:
- Effectively complete registration of children including accurate communication with parents, ensuring completed paperwork, i.e. contract, food form, and entering data into EZCare to create / edit files.
- Participate as a team member in the completion of general office duties including such items as filling, coverage on the switchboard, copying and typing.
- Uphold Archway Programs Code of Ethics policy.
- Participate in weekly Operations Meetings.
- Provide effective customer service to clients requesting information, clarification, or other communication.
- Sort and open incoming office mail for interoffice distribution.
- Complete daily deposits for subsidy clients.
- Create and maintain Reach Voucher Vendor attendance sheets for county agencies.
- Ensure accurate reimbursement from all county agencies through review of accounts and revenue received.
- Report monthly revenues from county agencies and client status to director.
- Provide registration materials, oversight of account status, customer service, individual county contracts as needed for all subsidy clients.
- Know all county requirements regarding subsidy care and required paperwork.
- Act as liaison between Just Kids and the county offices regarding subsidized childcare.
4) Minimum educational requirements:
5) Minimum experience required:
( ) high school diploma or GED preferred
( ) zero
(*) high school diploma or GED required
( ) 3 - 6 months
( ) business or technical training
( ) one year
( ) associates degree
(*) 1 - 3 years
( ) bachelors degree
( ) 3 or more years
( ) graduate degree
( ) other please list
( ) other - please list
6) Other knowledge, skills, and certifications required :
Customer service skills, basic math skills, computer skills (Excel, Word), and organizational skills.
7) The number of employees supervised by this position:
None
8) The usual internal and external contacts:
Internal Director, office personnel, providers
External County agencies, parents
Section IV
9) The percent of time spent on physical activity while performing the job functions :
a) Sitting 80.0%
b) Standing 20.0%
c) Other (i.e. bending) 0.00%
Total 100%
10) The percent of time spent on physical effort while performing the job functions:
a) Lifting 33.3%
b) Carrying 33.3%
c) Pushing / Pulling 33.3%
d) Other 0.00%
Total 100%
11) The percent of time spent on sensory effort while performing the job functions:
a) Visual 40.0%
b) Hearing 20.0%
c) Speaking 40.0%
d) Other (i.e. bending) 00.0%
Total 100%
12) The percent of travel involved with the position:
None
13) Machines or equipment used:
( ) typewriter (*) telephone
(*) computer (*) photocopier
(*) fax (*) other
adding machine
14) The working conditions (heat, cold, dust, fumes, etc.) that apply to this position are:
Typical office conditions.
15) Any safety conditions or hazards associated with this position:
No
16) Additional comments:
Qualifications
Minimum experience required:
- high school diploma or GED required
- 1 - 3 years
Other knowledge, skills, and certifications required :
Customer service skills, math skills, computer skills (Excel, Word), and organizational skills.
The number of employees supervised by this position:
None
The usual internal and external contacts:
- Internal Director, office personnel, providers
- External County agencies, parents
The percent of time spent on physical activity while performing the job functions :
a) Sitting 80.0%
b) Standing 20.0%
Total 100%
The percent of time spent on physical effort while performing the job functions:
a) Lifting 33.3%
b) Carrying 33.3%
c) Pushing / Pulling 33.3%
Total 100%
The percent of time spent on sensory effort while performing the job functions:
a) Visual 40.0%
b) Hearing 20.0%
c) Speaking 40.0%
Total 100%
The percent of travel involved with the position:
None
Machines or equipment used:
( ) typewriter (*) telephone
(*) computer (*) photocopier
(*) fax (*) other adding machine
The working conditions (heat, cold, dust, fumes, etc.) that apply to this position are:
Typical office conditions.
Any safety conditions or hazards associated with this position:
No