Office support specialist

Home Care Office Assistant

Department: Administration
Reports To: Office Manager or Agency Administrator
Employment Status: Part-Time, as assigned

EVERY THIRD WEEKEND and POTENTIAL FOR FULL TIME! INQUIRE WITHIN!

Position Summary

The Home Care Office Assistant provides administrative and clerical support to ensure the efficient daily operation of the home care agency. This position assists with client records, caregiver documentation, scheduling coordination, phone communication, data entry, and general office organization.

The Office Assistant helps maintain accurate records, supports communication between clients, caregivers, and office staff, and contributes to the delivery of reliable, high-quality home care services.

Essential

Job Duties and Responsibilities
1. Administrative Support

• Answer incoming telephone calls, direct calls appropriately, and take accurate messages in a polite and professional way.
• Greet visitors, clients, caregivers, and family members professionally.
• Maintain organized electronic and paper filing systems.
• Perform data entry, scanning, copying, faxing, and document preparation prepare folders for all onboarding and new client packets as directed by the manager. Monthly evaluation of paper profiles for caregivers and quarterly for client paper charts.
• Monitor office supplies and notify management when supplies need replenishment.
• Assist the Office Manager with daily administrative tasks and special projects. (see marketing and onboarding needs list with manager weekly)

2. Client Records and Documentation

• Assist with maintaining accurate and up-to-date client files.
• File service agreements, assessments, care plans, and other required documentation as directed.
• Verify that documents are completed, signed, and filed appropriately.
• Assist with preparing paperwork for new client admissions and ongoing services.
• Maintain confidentiality of client, employee, and agency information in accordance with applicable privacy requirements and agency policies.

3. Caregiver and Employee Support

• Assist with collecting, organizing, and filing caregiver employment documents.
• Track outstanding paperwork, certifications, and other required documentation.
• Help communicate office announcements, schedule updates, and policy reminders.
• Assist with onboarding paperwork and orientation materials for new employees.
• Direct employee questions and concerns to the appropriate supervisor.

4. Communication and Customer Service

• Respond to routine inquiries from clients, families, caregivers, and referral sources.
• Relay messages accurately and promptly to the appropriate staff member.
• Document client concerns, caregiver concerns, and service-related communications as required.
• Escalate complaints, emergencies, changes in client condition, and other urgent matters to the appropriate supervisor.
• Maintain a courteous, professional, and service-oriented attitude at all times.

5. Compliance and Quality Assurance Support

• Follow agency policies, procedures, and documentation standards.
• Assist with preparing records for internal audits and quality assurance reviews.
• Report missing documentation, discrepancies, and potential compliance concerns to management.
• Follow applicable confidentiality, privacy, and record-retention requirements.
• Complete assigned training and maintain knowledge of agency procedures.

6. Other Duties

• Assist with projects and administrative tasks assigned by the Office Manager or Agency Administrator.
• Provide cross-coverage for other office personnel as needed.
• Support a team-oriented work environment and contribute to efficient office operations.

7. Scheduling Documentation and monitoring for week of to following week holes ONLY

• Maintain accurate records of schedule changes, call-offs, replacements, cancellations, and…