Administrative Assistant

3 weeks ago


Williamsburg, United States CAREGIVERS IN HOME SERVICES Full time $33,280 - $37,440
Job DescriptionJob Description

Administrative Assistant/Scheduler

Seeking a professional and experienced Administrative Assistant/Scheduler to work in the agency's main office in Williamsburg, VA.

  • To report directly to the Director of Operations and Marketing/Human Resources
  • To enter information regarding clients and employees into the database
  • To maintain a telephony scheduling system on a daily basis for clients and employees
  • To ensure coverage for clients by creating daily/monthly schedules for clients and employees
  • To contact clients and employees verbally and in writing regarding day-to-day changes in schedules
  • To document all requests and/or concerns from clients/client representatives and employees
  • To notify clients and employees of changes in schedules prior to the day of services
  • To adjust schedules to resolve scheduling conflicts for clients and employees to meet emergencies caused by extended leave or increased clients demands as they occur
  • To ensure that all concerns reported or documented are communicated to the appropriate staff members in a timely manner
  • To create a weekly report for the Director of Operations of actual coverage time vs assigned time
  • To maintain messages electronically for call verification
  • To answer phone calls for the agency in a pleasant and professional voice
  • To maintain clients' profile information (i.e., contact information, schedules, initial date of service, last date of service/deactivation date)
  • To maintain and confirm clients' files are completed and filed in a timely manner
  • To assist the Human Resource Director with managing profile information for the employees (i.e., contact information, credentials (License, CPR certification, CEUs, mandatory vaccinations)
  • To monitor and lock all file cabinets daily
  • To maintain a binder for the clients' Care Plans and Emergency Contact Information
  • To assist Human Resources with maintaining and monitoring Incident Reports for the Agency
  • To eliminate and reduce overtime hours for employees whenever possible
  • To process employee time off requests and availability changes in a timely manner
  • To audit clients' files quarterly or as needed
  • To assist the Human Resource Director with creating identification badges for the employees
  • To attended mandatory staff meetings/training
  • To provide services, if possible, for a client when no other caregiver is available
  • To create an office supply list for administrative staff on a regular basis or as needed
  • To print envelopes for outgoing mail for administrative staff
  • To collect all mail daily and distribute it to the appropriate staff members
  • To fax, make copies and print necessary documents for staff members as needed
  • To participate in the on-call rotation responsibilities for the Agency
  • To assist with light housekeeping in the office on a daily basis
  • To perform other duties

Skills Required

  • Strong Communication Skills
  • Strong Written Skills
  • Strong Computer Skills - Microsoft Office
  • Strong Mathematical Skills
  • Minimum of two years of health care or related industry experience
  • Excellent organizational, interpersonal, presentation, and communication skills
  • Insurance Knowledge - Medicaid and Long-Term Care
  • CNA or PCA Certification Required

Qualifications:

  • Must undergo a criminal background check
  • Must possess a high school diploma or GED
  • Must provide proof of COVID-19 Vaccination Report
  • Must provide a copy of current PPD
  • Must provide a copy of your driver's license, social security card, birth certificate, and/or an active passport
  • Other forms

This Company Describes Its Culture as follows:

  • Detail-oriented -- quality and precision-focused
  • Outcome-oriented -- results-focused with a strong performance culture
  • Team-oriented -- cooperative and collaborative
Company DescriptionCaregivers In-Home Care is a home care agency dedicated to providing quality and cost-effective care to individuals, while maintaining their independence.Company DescriptionCaregivers In-Home Care is a home care agency dedicated to providing quality and cost-effective care to individuals, while maintaining their independence.

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