Human Resource Generalist

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.