Administrative Assistant

Administrative Support Specialist Summary

Administrative Support Specialist plays a crucial role in ensuring the smooth operations of a home care agency. This position involves providing administrative assistance, managing schedules, and supporting the coordination of client care services. The specialist serves as a liaison between clients, caregivers, and management, fostering a positive and efficient environment.

• Administrative Tasks
  • Manage office communication, including phone calls, emails, and correspondence.
  • Maintain accurate client and employee records in compliance with confidentiality regulations; including documenting all correspondence with clients, caregivers, case managers, etc.
  • Prepare and organize documents, reports, and presentations as needed.
  • Assist with data entry, making copies, filing, and scanning documents into our system.
  • Maintain the front desk area to ensure a welcoming environment.
  • Handle incoming and outgoing mail.
• Scheduling and Coordination
  • Track call offs, visit changes, and report excessive behavior to HR personnel.
  • Update and maintain scheduling software to reflect changes and availability.
  • Assist in managing client intake processes, including assessments and documentation.
• Client and Caregiver Support
  • Serve as the first point of contact for clients and caregivers, addressing inquiries and concerns.
  • Facilitate communication between caregivers and clients to enhance service quality.
  • Assist in training new administrative staff and onboarding processes.
  • Greet and assist visitors, caregivers, and clients.
  • Assist the Client Care Assistant with over/under/missed visit reporting.
  • Maintain confidentiality of all client and employee information in compliance with HIPAA regulations.
• Compliance and Quality Assurance
  • Ensure adherence to agency policies and regulatory requirements.
  • Assist in maintaining quality assurance programs and audits.
  • Review documentation for appropriate signatures, report errors to management team daily.
  • Support the agency in implementing best practices for client care and service delivery.
• Marketing/Social Media Presence
  • Managing/creating material posted to Agency social media.
  • Marketing material Tracking
• Uniform Tracking
• Additional duties as required.

Education:

High school diploma or equivalent; associate degree in administration or related field preferred.

Experience:

Minimum of 2 years in an administrative support role, preferably in healthcare or home care settings.

Skills:

• Proficient in Microsoft Office Suite and scheduling software.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both verbal and written.
• Attention to detail and problem-solving capabilities.

• This position requires you to work eight hours a day (8:30-5), five days a week in the office setting.
• Weekend coverage:
  Required at least one weekend per month.
• Standard office hours with potential for on-call responsibilities during evenings and weekends.

• Compensation for this position based on experience
• PTO
• Supplemental benefits offered
• Retirement plan options.