Health Administrative Assistant

About the role:

This position supports a designated program through the support of a broad range of tasks. The focal point of this role is to support the program and families within the program from an administrative perspective.

This position will be responsible for various monitoring, documentation, and data entry responsibilities focusing on medical records and children's preventive health care services to ensure compliance with Head Start Performance Standards in the areas of health and nutrition. Works with the Health and Nutrition Manager as well as other members of the comprehensive services team to carry out health and nutrition services for Early Head Start and Head Start children and families.

At Clayton Early Learning, we stand as an innovation hub dedicated to cultivating vibrant and equitable communities. Our mission revolves around collaborative partnerships with families, fostering a holistic approach to the early years through a commitment to the whole child and whole family. By actively engaging with families, we aim to uncover effective strategies, embrace continuous discovery, and lead the charge in advancing systemic change.

Our vision is rooted in the belief that by nurturing the foundation of early childhood, we contribute to the well-being and prosperity of individuals, families, and communities ough our relentless pursuit of what works, we strive to create an enduring impact on the lives of children and families, setting the stage for a future of shared success and thriving communities.

Program Administration

• Supports the Health and Nutrition Manager in creating and distributing relevant communications such as flyers, presentations and mailings to families and the community.
• Provides general administrative support to the health (and/or the comprehensive services) team such as creating reports, data entry and other projects as assigned.
• Requests and monitors receipt of medical records weekly for all preventive health care services, ill care visits, and prenatal services
• Establishes due dates EPSDT for children's preventive health care services and records into child's medical record to ensure Head Performance Standards and Colorado State Childcare Licensing compliance for preventive health care service and screenings.
• Enters data from enrollment paperwork into the database management system
• Assists program staff with health supplies and materials (ordering, delivering, auditing)
• Works with Health and Nutrition Consultants to ensure streamlined internal work.

Data Assistance & Data Entry

• Enters data into database management system in an accurate and timely manner
• Downloads data from the database management system; cleans and organizes data for submission to relevant stakeholders
• Processes health-related record requests from parents or staff within 24 hours of receiving notification.
• Maintains accurate and up- to-date health and nutrition files for all active and terminated program children. Creates new file for each child upon enrollment into the program on a timely basis. Files all health and nutrition related paperwork weekly.
• Supports the data team with other tasks to enhance the department
• Informs supervisor of any problem areas associated with medical and nutrition records as problems occur to ensure the quality of records in the files.

• Excellent oral and written communication skills
• Attention to detail with the ability to maintain and organize documents and files
• Proficient with Microsoft Office Suite with the ability to learn a variety of software and systems
• Experience with office equipment with the ability to troubleshoot
• Willingness to learn new skills and adapt to various situations.
• Interpersonal skills with the ability to interact with a diverse audience of individuals and groups
• Interpret/understand basic to intermediate level information received, as well as prepare and transmit it. Involves ongoing interaction with other employees, health care agencies and their medical records departments, the general public, and children and parents within the community.
• Ability to identify and seek needed…