Administrative Assistant

Job Description

Job Description

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.

Job Responsibilities

• 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.

Qualifications

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.

Work Schedule

• 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

• Compensation for this position based on experience

• PTO

• Supplemental benefits offered

• Retirement plan options.