File Administrator

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POSITION SUMMARY: The File Administrator serves as the custodian of records and maintains the child record, including billing documentation associated with the Chester Early Learning Services (ELS) office. Tasks include daily data entry into appropriate systems; data maintenance and data reporting of the child record; electronic and manual filing, tracking, and running reports; conducting regular file audits; and ensuring completion and the integrity of the child record.

DUTIES AND RESPONSIBILITIES:

• Perform general clerical duties including creating and maintaining active and inactive client files; both paper and digital
• Review educational documents for accuracy, completion, and compliance; ensure timely and accurate data entry into internal data systems
• Honor clients' rights through confidentiality of their personal and financial information
• Archive files for warehouse storage, maintaining the appropriate tracking documents, and bringing files to and from the file storage facility
• Create, maintain, file, and perform proper data system functions including, but not limited to, the opening and closing of client files in preparation for on- and off-site storage as the "custodian of records"
• Maintain an ongoing master list of all client files and perform periodic file audits to ensure that all documents are accounted for in the appropriate sections of the master file including, but not limited to, the following documents: Permission to Evaluate (PTE), Evaluation Report (ER), Invitation to Individualized Education Plan (IEP) meeting, IEP document, Notice of Recommended Educational Placement (NoREP) document, Pennsylvania Medicaid Parental Consent form, Medical Practitioner Authorization (MPA) form, Intent to Register for Kindergarten form, Discharge Notices, Service Verification Notes (SVNs), and/or any other document bearing signatures for each client's file
• Complete physical filing of documents listed above into each client's file after confirmation that all expected and required documentation is included and complete
• Communicate with Early Intervention Coordinator (EIC) regarding retrieval of any missing or incomplete documentation for each client's file
• Complete the proper physical and systemic closing of files; move file from Active file cabinets to Closed/Terminated cabinets; update and maintain accurate system cabinet contents, list of files, and file contents both in-house within the program's records room and offsite at the archive storage facility
• Archive and retrieve files from warehouse storage as required
• Maintain appropriate tracking of files by creating, updating the tracking spreadsheet so they are easily accessible upon request
• Deliver and pick up mail to/from Chester post office and/or Elwyn Media main campus mailroom for the program as necessary
• Perform structural audit of physical client files on a regularly-scheduled basis in preparation for State Verification process
• Ensure timely and accurate data entry into program's internal electronic data systems
• Update and maintain spreadsheets reflecting Early Learning Services data including, but not limited to, monthly client census reports, annual child counts, and Transition to Kindergarten reports for local school district to ensure accurate reporting to funders and regulators
• As primary liaison the Chester Office for data maintenance, run reports from electronic data systems including, but not limited to, SPROUT, Pennsylvania's Enterprise to Link Information for Children Across Networks (PELICAN), Provider Reimbursement and Operations Management Information System in electronic format (PROMISe), Docushare, Cognos Data Warehouse, and Random Moment Time Study (RMTS) notifications
• Assist with front-desk coverage and administrative office support, as needed, including processing and distributing incoming and outgoing mail
• Monitor the upkeep of office equipment and facilities to maintain the overall order and cleanliness of program office and expedite maintenance calls to either program Information Technology (IT) or building maintenance, as needed
• Perform other duties as assigned

IMMEDIATE SUPERVISOR: Director, ELS-Chester

CONTACTS: Elwyn staff, clients, vendors, agency staff, independent contractors, and community representatives

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS :

• High school diploma or equivalent; associate degree or specialized training in administrative/office work preferred
• Previous experience working in an office setting creating, maintaining, and auditing files; performing general office duties; and performing data entry into multiple systems
• Experience in an early childhood/educational setting preferred
• Demonstrated ability to work effectively as part of a team
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
• Demonstrated strong attention to detail with mastery of alpha order filing systems
• Demonstrated strong time management and organizational skills
• Demonstrated solid judgment with the ability to solve problems and make decisions in consultation with direct supervisor
• Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions in consultation with direct supervisor
• Must possess excellent customer interaction, collaboration, written and verbal communication skills, and strong organizational skills
• Demonstrated basic experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
• Knowledge of Electronic Health Record (EHR) / Electronic Medical Record (EMR) preferred
• Must have current, valid driver's license in state of residence, three (3) years' driving experience in the United States, and acceptable driving record

PHYSICAL DEMANDS/ENVIRONMENTAL PROFILE : See Physical Demands Checklist below which represents the general physical demands and environment conditions to which the employee holding this position must meet, in addition to the duties and responsibilities listed above, to successfully perform the essential functions of this job. Elwyn will engage otherwise qualified candidates for this position whose disabilities may require reasonable accommodations to enable an individual to perform the essential functions.

Elwyn reserves the right to revise or change job duties and responsibilities as needed. This is not meant to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract

Elwyn is an Equal Opportunity Employer . Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.