Administrative Assistant

Position Summary:

The Administrative Assistant provides administrative support to all departments within the agency to ensure efficient operations.

Responsibilities:

Scheduling Backup and General Office Operations:

• Answer the phones and handle calls or forward messages as appropriate in the absence of the Scheduling Coordinators or whenever necessary.
• Communicate with clients, family members, caregivers, and care managers regarding schedule changes or other issues.
• Input information and upload documents into the scheduling system.
• Assist caregivers in proper use of and troubleshooting for the caregiver app.

Client Coordination:

• Schedule and send reminders for Home Safety Checks and for the initial and follow-up client care Assessments.
• Respond, track, and follow up with inquiries from prospects to facilitate client acquisition.

Human Resources:

• Assist with tasks such as recruitment, onboarding, orientation, training, and documentation as requested by the HR Coordinator or supervisors.

Information Management:

• Update live Dropbox and Excel files daily.
• Generate reports and identify additional opportunities for analysis.
• Revise existing office forms and develop new forms as needed.
• Perform general scanning, filing, shredding, and other office tasks.
• Monitor to help ensure adequate inventory of office supplies.

Miscellaneous:

• Participate in quality assurance initiatives and compliance audits to uphold agency standards and regulatory requirements.
• Complete other duties as assigned.

Qualifications and Skills:

• High school diploma or equivalent.
• Prior experience in administrative support and/or customer service, preferably in a healthcare or home care setting.
• Knowledge of office management systems and procedures.
• Proficient in computer skills, including experience with scheduling software, Microsoft Office suite, and electronic health records systems.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with clients, caregivers, and colleagues.
• Strong organizational skills and attention to detail, with the ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Ability to maintain confidentiality of sensitive information and adhere to ethical standards in handling client and employee data.
• Basic knowledge of compliance requirements for home care agencies is a plus.

Working Conditions:

• This position typically operates in an office environment within a home care agency, but responsibilities may entail occasional travel within the local area to interact with clients and caregivers in their residences or to attend meetings or events.
• Work schedule is normally regular business hours Monday through Friday, but assistance with evenings, weekends, and/or holidays may be required to accommodate emergencies or unforeseen scheduling demands.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person