Administrative Assistant
3 weeks ago
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
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