Administrative Assistant

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:

The duties and responsibilities described below do not represent a comprehensive list for this position. Additional tasks may be assigned periodically as necessitated by business demands.

Advise and Develop

• Recommend and develop policies and procedures to best fulfill the duties of this position

Manage Company Information

• Organize and maintain office information, including caregiver and client files to be in compliance with office and Visiting Angels policies as well as State regulations
• Maintain information on the electronic care management systems to ensure they are up to date with the latest information
• Communicate with staff, caregivers, and clients to ensure information is current
• Maintain absolute confidentiality of all employee and client information.
• Prepare caregiver orientation and client intake folders
• Support onboarding of new employees; conduct all required checks, including but not limited to: all criminal background checks, eVerify, reference checks, certification checks
• Maintain the Executive Director and Office calendars

Provide General Administrative Support

• Provide support to both Executive Director and RN Director
• Manage all general office duties
• Maintain minutes of Board of Directors meetings and other formal meetings as required
• Ensure the office is adequately stocked with supplies
• Answer the telephone and greet the public.
• Perform general clerical duties including correspondence, copying, filing, and distribution.
• Handle incoming and outgoing mail.
• Maintain positive relationships with all clients and referral sources.
• Maintain regular and predictable attendance.
• Perform other functions as deemed appropriate by the management team.

REQUIRED JOB KNOWLEDGE AND SKILLS:

• High school diploma or two years of experience in an home care office setting.
• Proficiency with Microsoft Office (Word, Excel and Outlook) applications, scheduling systems and other healthcare industry related-software.
• Ability to listen and communicate clearly, fluently and diplomatically.
• Ability to remain flexible, resilient, calm and maintain a sense of humor in all situations.
• Present a well-groomed image that reflects the professionalism of the business.
• Ability to plan, organize, prioritize, delegate and accurately complete work activities within allotted deadlines while managing interruptions.
• Work independently and proactively with minimal direction and/or supervision.
• Ability to generate goodwill for the Agency with clients, their family members and referral sources. Demonstrate a strong commitment to client service excellence.
• Ability to lawfully work in the U.S.

PHYSICAL/ENVIRONMENTAL DEMANDS:

• Combination of sitting, standing, bending, reaching, stretching, stooping, walking, climbing stairs and moving intermittently during working hours.
• 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.
• Successful completion and ongoing compliance with all licensing, certification, continuous education, background testing, drug and alcohol testing, OIG and health assessments as may be required under federal, state, or local law or per employer policy.
• All of the above demands are subject to ADA requirements.

Job Type: Full-time

Pay: $19.86 - $21.07 per hour

Expected hours: 40.0 per week

Benefits:

• Flexible schedule
• Parental leave
• Retirement plan

Work Location: In person