Administrative Assistant

Administrative Assistant 

Job Description

POSITION PURPOSE:

The Administrative Assistant is a key member of the office staff that provides support to allow for efficient operation of the office functions. The Office Assistant reports directly to Jeanne Hicks.

CLASSIFICATION:  Full time hourly employee – non-exempt

SUPERVISION EXERCISED:  None

PRINCIPAL RESPONSIBILITIES:

• • Answer the telephone and greet office visitors, handling their needs or directing them to the appropriate staff.
  • Be on time for morning turnover of the phones.
  • Communicate with On Call Managers when leaving for the day and each morning as you arrive.
  • Oversee all aspects of general office coordination.
  • Demonstrate dependability.
  • Assure that all shifts are covered at the end of each day and the weekends in all areas.
  • Exhibit show stopping customer experience!
  • Update billing and caregiver pay rates.
  • Communicate with caregivers through email, text and phone to keep them aware of all schedule changes.
  • Add meet and greets to Care Managers calendars within 24 hours and following orientation.
  • Support staff in assigned project-based work.
  • Assist HR as needed to process applications, conduct phone screens, administer background checks and check references.
  • Organize and maintain file systems in compliance with policies and regulations.
  • Copy and file appropriate caregiver and client documentation in a timely manner.
  • Maintain confidentiality in all aspects of client, employee and agency information.
  • Perform general clerical duties – correspondence, copying, filing, incoming and outgoing mail and distribution.
  • Maintain positive relationships with all clients and referral sources.
  • Maintain and order office supplies, as needed.
  • Perform other functions and duties as assigned by the Manager.

SPECIFIC JOB KNOWLEDGE, SKILLS AND PERSONAL ABILITIES REQUIRED:

• • High school diploma and two years of experience in an office setting, preferably in health or home care.
  • Demonstrate proficiency with Microsoft Office (Word, Excel and Outlook) applications, scheduling systems and other health care industry related   software.
  • Ability to communicate clearly and effectively, both verbally and in writing with a focus on clarity, accuracy and professionalism.
  • Maintains flexibility, resilience and a calm demeanor in challenging situations, complemented by a positive outlook.
  • Consistently maintains a polished, well-groomed appearance and upholds professional standards in dress and demeanor.
  • Proven ability to plan, organize, prioritize and delegate tasks effectively, while maintaining accuracy and meeting deadlines in fast-paced   environments with frequent interruptions.
  • Capable of working independently with minimal supervision.
  • Skilled in fostering positive relationships and promoting goodwill among staff, clients and referral sources. Consistently demonstrates a strong   commitment to delivering exceptional customer and client service.
  • Possess and maintain good physical and mental health, including current TB testing.
  • US Citizen or evidence of valid Alien Work Permit.

PHYSICAL/ENVIRONMENTAL DEMANDS:

• • Sitting, standing, bending, reaching, stretching, stooping, walking, climbing stairs and moving intermittently during working hours.
  • Must be able to lift at least 25 lbs.
  • Must have adequate vision and hearing, either naturally or through the use of assistive devices, to effectively perform all essential functions of   the position.
  • Must be able to properly operate office equipment.
  • Must be able to maintain verbal and written communication with co-workers, leadership team, supervisors, clients, family members, vendors and   all business associates within or outside the agency.
  • See ADA Requirements.

Applicant/Employee Acknowledgment:

I have read the job description of the Office Assistant and understand the principal responsibilities and requirements.  I hereby acknowledge the expectations of the position (if offered the position) and will perform the principal responsibilities and requirements to the best of my ability.