Administrative Support Specialist

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.