Intake Support Coordinator

Pay Range: $21-$23 per hour, plus benefits and PTO

About the role

The Intake Support Coordinator (ISC) provides clerical support to Early Learning Services (ELS). This role maintains the administrative flow of information for all regions and ensures compliance with federal, state, and local regulations.

Responsibilities

• Provide clerical support to all regions including scanning, printing, copying, faxing, and mail processing.
• Process Permission to Evaluate forms (PTEs), Permission to Reevaluate forms (PTREs), Evaluation Reports (ERs), Individualized Education Plans (IEPs), Release of Records, and other educational documents within specific timeframes. Ensure compliance by date and time stamping, uploading documents, and communicating with the Intake team, Multidisciplinary Evaluation (MDE) Teams, Local Education Agency (LEA) Representatives, and other regional team members.
• Utilize high-quality customer service skills to answer calls, reschedule evaluations, field concerns, and take and deliver messages as required.
• Manage mail room duties including incoming and outgoing mail, metering outbound mail, date/time stamping incoming mail, and overnight mailing.
• Create, maintain, and update electronic health records and paper files for appropriate record identification and compliance using designated database systems, including Commonwealth of Pennsylvania’s and agency’s enterprise systems.
• Ensure proper operation of multifunction printing equipment by filling paper drawers, replacing toner, calling for repairs, and maintaining appropriate equipment inventories.
• Manage and maintain records by filing required educational and billing records, conducting audits and file reviews, electronic filing, and preparing for federal/state regulation verification audits, including the four-year state verification review.
• Maintain inventory of evaluation and assessment tools and other early intervention resources.
• Update child and family contact information (e.g., address, phone numbers, email addresses) in Commonwealth of Pennsylvania's and agency's enterprise systems as needed.
• Respond to email, telephone, or face-to-face inquiries no later than one business day.
• Perform other duties as assigned.

Requirements

• High school diploma or General Education Diploma (GED).
• Two years of administrative experience supporting an operation or team.
• Demonstrated ability to work effectively as part of a team.
• Strong attention to detail and time management and organizational skills.
• Excellent judgment with the ability to independently solve problems and make decisions with little or no direct supervision.
• Experience using/knowledge of Electronic Health Record (EHR) / Electronic Medical Record (EMR).
• Intermediate proficiency with Microsoft Office, specifically Outlook, Excel, and Word.
• Previous experience with Pennsylvania's Enterprise to Link Information for Children Across Networks (PELICAN) preferred.
• Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities.
• Excellent customer interaction, collaboration, presentation, and written and verbal communication skills.
• Fluency in Spanish or another second language is a plus.
• Basic understanding of early childhood development principles and practices preferred.
• Knowledge of records maintenance, Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), and confidentiality rules, practices, and methods preferred.
• Ability to take direction, respond quickly, work well with multiple teams and departmental staff, and work independently.
• Ability to handle conflict in a calm, professional manner.
• Good interpersonal communication skills; able to present information effectively to customers and employees.
• Ability to establish and maintain positive, energetic, and enthusiastic working relationships within a team environment.

Benefits

• Generous Paid Time Off.
• Comprehensive Medical/Dental/Vision Benefit Packages.
• Earned Wage Access/On-Demand Pay.
• Paid On-the-Job Training.
• Tuition Reimbursement.
• Career Advancement Opportunities and Growth.
• Flexible Schedules.
• Retirement Savings Plan.

Schedule

Monday to Friday, 8:00 AM to 4:00 PM.