Administrative Assistant

4 weeks ago

Austin, United States Disability Services of the SouthwestLifespan Home health Full time

Seeking Office Support Coordinator in Austin, Tx area

Disability Services of the Southwest is seeking an Office Support Coordinator to help support our growing Austin, TX branch office.

We work hard to make sure our clients are receiving the highest quality of care and we strive to be the bridge that empowers their independence.

Our employees are the key to accomplishing this mission When you join the DSSW family, you join a team of compassionate and dedicated staff who know that they are making a difference in the lives of the clients we serve.

Position Summary: The Office Support Coordinator (OSC) plans, directs and/or coordinates completion of staffing needs and new hiring orientation.

Tasks:

· Update Staffing Workbook and Application Manager on a weekly/daily basis (Webster: Add/Delete – client shifts, new attendant applicants, staffing requests for more hours as applicable) and maintaining the PCA tracking log

· Schedule time for the perspective applicant(s) to come into the office and submit or complete employment application. This can be completed online as well

· Process background checks, OIGs (Federal & State), EMR/NAR verification, and testing (if applicable) prior to hire date

· Verify employment and personal references of all applicants (3 References & competency checklist or 2 references with HS Diploma/GED) and manage CH reports (filing and/or shredding)

· Coordinate orientation to foster positive attitude toward organizational objectives

· Ensure all employees are properly oriented and all new employee or contractor personnel documents are completed and signed; take photo for ID badge

· Assist new office personnel with workstation set-up and review on how to use assigned equipment and inform on how to account for time worked

· Create new record(s) in HW on the same date of hire and in UP software within 72 hours from date of hire

· Organize the personnel file(s) with the corresponding section coversheets; scan personnel files to Corporate within 72 hours of hire date; and mail original personnel files to corporate HR Department either once a week or biweekly

· Assist employees with reset of password(s) in both HW and UP software and how to use the UP-software system appropriately, such as assist with direct deposit set-ups, address changes, submit PTO requests, etc.

· Assist with any personnel information changes in both HW and UP systems as needed and terminate employee records from both HW and UP systems in a timely fashion

· Assist the Corporate Office with maintaining employee/contractor to the Corporate Office to update their personnel file(s)

· Assist in investigations regarding employee injuries and ensuring the necessary paperwork is completed within the timeframe established

· Assist with any issues or payroll disputes in either HW or UP software systems

· Run biweekly tracking reports from HW to address any pending tracking items before the expiration date via presentation and discussion at weekly office meetings, as well as through regular communication with assigned Corporate Electronic Records Coordinator in a cooperative effort to reach out to the employee/contractor(s) for compliance items prior to placing the employee/contractor(s) on an inactive status

Contractors/Sub-Contractors:

· Assist Administrator with preparation of new contract and other required paperwork to be completed by contractor/sub-contractor

· Create record in billing software; scan file(s) to corporate; and mail originals to corporate (can be sent with personnel file (s))

· Observe confidentiality policies at all times

· Comply with federal, state, & company policies, procedures, and regulations

· Perform other related duties as assigned

Skills/Attributes:

· Able to work independently

· Able to work with a team to accomplish goals and objectives

· Excellent time management and detail skills

· Effective organizational skills with strong attention to detail

· Must be able to follow written and verbal instructions to complete assigned tasks

· Excellent interpersonal relations skills, including active listening skills such as giving full attention to what other people are saying, taking time to understand the points being made, and asking questions as appropriate

· Willingness to work with health care professionals, clients, families, and the general public

· Written and verbal communication skills are required to communicate effectively as appropriate to the needs of the audience

· Must be able to read, write, and comprehend English; must be able to communicate efficiently in English

Experience and Education:

· High school diploma or GED required

· Associate’s Degree (or another 2-year degree) preferred

· Two (2) years of office experience preferred

· Must be able to demonstrate competence with computer applications such as MS Word and Excel and have the ability to readily learn agency specific software

· Must be able to type 35 wpm with 80% accuracy and 80% accuracy in Excel

Physical Requirements:

· Sitting in a normal seated position for extended periods of time

· Reaching by extending hand(s) or arm(s) in any direction

· Finger dexterity required to manipulate objects with fingers rather than with words, hand(s) or arm(s); for example, using the keyboard

· Communication skills using the spoken word

· Ability to see within normal parameters

· Ability to hear within normal range

· Ability to move about


Apply online to become a part of our compassionate and dedicated team or submit your resume directly to

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