Home Care Office Administrator

2 months ago

Toledo, United States C&J Tender Heart RS Full time
Job DescriptionJob DescriptionSalary: 13.00-1500

Clerical

  • Answering phones, taking in adequate information, and relaying information as needed. 
  • Writing detailed notes.
  • Also, making sure that we follow up on calls left on the answering machine prior to arriving
  • Entering data in to the system, such as appointments and reminders
  • Must be a great multitasker

Customer service

  • Dress business casual
  • Greeting guests with a friendly smile. Responding to guest in a warm and inviting manner
  • Ask each person to sign into our log
  • Make sure that visitors and staff are not roaming through the halls
  • Ask them politely to wait in the waiting room until you check with the administrative staff to see if we are available
  • Remind Adm. staff of any appointments expected for the day
  • Coping/Fax/ Mailing
  • Documentation is sorted correctly for easy retrieval in bins
  • Gather the documentation staff ask for and have it ready for them to pick up. If they will be picking up, please ask for the time so that you can try to have it ready for them.
  • Make copies. Leaders may want to do there’s themselves and that’s ok. But I prefer you to do it to keep order.
  • Faxing- have a proper cover sheet and confirmation page
  • Mail items as needed. You are expected to make trips to the post office.
  • Passing out and retrieving applications checking them for accuracy before visitor leaving
  • Retrieving documentation from applicants and scheduling training

Data Entry

  • Enter all appointments into the Google calendar
  • Sort documents and receipts for scanning
  • Set up the system to retrieve documents
  • Scan in the documentation and label it correctly
  • Enter new changes for documentation such as HPC, mileage, desired outcomes, activity logs, calendars, etc
  • Enter data retrieved from mileage sheets
  • Create new documentation as needed
  • Recreate outdated company documentation

Miscellaneous

  • Making runs to purchase supplies, food or materials
  • Delivering mail
  • Picking up orders or medications
  • Signing and documenting med and money drop-offs and locking it up securely.
  • Scheduling appointments with doctors for clients and communication it to staff and scheduler
  • Following up with parents if applicable
  • Mailing out information to parents
  • Prepare day hab material for the staff the day before or prior to Dayhab starting
  • Completing the Dayhab activity calendar and locating outing locations

Vending Machine

Make sure the vending machine is filled periodically and retrieve change for Lena

  • Make sure to order items from Sams for delivery to refill items. 
  • Also, check the dates and add the oldest to the newest item from back stock
  • Come up with an itemized list for dates and replacements.
  • Make sure the correct prices are listed on the machine
  • Use a labeler to label slots in the machine
  • Make sure Lena’s drink cooler is always filled

Maintenance 

  • Schedule Business Maintenance calls
  • Make sure checks are mailed out
  • Make sure correspondence are dropped off when assigned
  • Take care of small issues in the building

Applicants

  • Set up applicants on the computer to fill out applications
  • make sure to request all needed information to complete background checks
  • During training days, make sure all of the equipment is set up to do the training
  • Must familiarize yourself with google and google workspace, apple tv, apple play, powerpoint, excel, publisher, adobe and adobe illustrator. 
  • We also use a software called Brittco that we can train you on.

Account Reconciliation

  • Scan receipts and email to quickbooks account. If time permits, you may be asked to reconcile.
  • Keep a running ledger of office expenses for accountant
  • Separate and file expenses
  • Communicate with the Accountant and send requested documents
  • Send receipts ending in an assigned email.

Amazon

  • Keep up with the Amazon account
  • Mail out items as they are sold
  • Find cost-effective ways to fill orders
  • Find cost effective ways to packaging
  • Use the scale
  • Print postage or send to Amazon fulfillment center

Personal Resource

  • Set up accounts
  • Register new business
  • Keep notes
  • Send invoices
  • Call and send appointment reminders every Monday and confirm or reschedule
  • Fill in calendar
  • Fill in Workbooks
  • Assist with logos, brochure business cards web pages

Closing Responsibilities


At the end of the day please make sure to clean Lena’s office. Dust and Wipe down tables, computers, fridges and vacuum floors. Make sure the lights are off, the lobby and bathrooms are cleaned, and the heat and air are turned down to 67. Please also check to see that all doors are locked.


*other responsibilities as assigned


Skills

Microsoft Suite

Google Workspace

Amazon fulfillment

Apple Play

Brittco

Quickbooks

Facebook

Zipbooks

Hemlane

Copy/Fax Machine

Email

Voicemail





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