Home Care Agency Administrative Asst

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Job Summary
The Administrative Assistant provides administrative and clerical support to the PACE Home Care Agency and serves as an Executive Assistant to maintain an efficient office environment and accurate personnel files. The Administrative Assistant assists the administrative staff with any assigned tasks that she has been properly trained to complete. The role requires strong organizational and technical skills, the ability to problem solve, pay attention to detail, and deliver high-quality work within tight deadlines.

Position reports directly to the Home Care Agency Supervisor.

• Provides office support to in-home care staff, including orienting caregivers to Personal Care Services (PCS), typing documents, reports, and correspondence, creating PowerPoint presentations, and running work-related errands as requested.
• Updates and maintains participant information in system databases (ADA Care & PACE Logic) and coordinates and monitors systems to ensure efficiency and accuracy.
• Communicates necessary information to the HCA Supervisor and Home Care Coordinators to coordinate services.
• Prepares monthly utilization and supervisory visit reports and tracks home health referrals and documentation from interdisciplinary team members.
• Serves as a liaison to Kintegra during hiring processes and HR-related processes, including gathering paperwork, completing pre-employment screenings, managing workman’s compensation paperwork, and others.
• Supports recruitment and hiring of home care staff and assists with scheduling orientation training and onboarding.
• Schedules times for Home Care aides to come into the office, greets aides, provides information, and directs them to other staff members.
• Ensures compliance with CMS & Adult Day Health Center regulations, maintaining personnel files, completing annual OIG checks, transportation MVR checks, managing personnel records, and ensuring licensures and certifications are up to date.
• Manages and orders supplies for the HCA, including personal protective equipment (PPE) and housekeeping cleaning supplies.
• Maintains confidentiality and office filing and storage systems for participants, personnel records, and employee health folders.
• Participates in on-call rotation to take calls from aides and participants’ family members, tracks on-call time, submits to payroll.
• Supports PACE HCA mission to encourage quality of life for seniors living in the community.
• Other duties as assigned.

Education
High school education; college preferred.

Experience
Minimum one year of employment in an office setting; preferred experience with frail elderly population.

Licensure
NC driver’s license.

Special Training
Proficient in multiline computer operations and phone systems; excellent writing and reporting skills; competent in Microsoft Office (Outlook, Excel, PowerPoint, Word).

Skills Required
Time management/prioritization, organization, communication, planning, problem solving, accuracy, attention to detail, flexibility, reliability, team environment, interpersonal communication skills.

Immunizations
Medically cleared for communicable diseases; all immunizations up to date before direct participant contact.

The Company is an Equal Opportunity Employer.