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
