Admin Assistant

Reports to: Director of Human Resources Salary: $40,000 per year

Position Summary

We are seeking an organized, dependable Administrative Assistant to support our office team, caregivers, and clients. This role is ideal for someone who enjoys helping others, communicating by phone, and keeping information organized.

You will assist with daily office tasks, data entry, scheduling, and client and caregiver records. Working with agency staff, you will help answer questions, coordinate updates, and keep daily operations running smoothly.

Key Responsibilities

Office and Administrative Support

• Answer and direct phone calls professionally, take accurate messages, and follow up on routine questions.

• Assist with data entry, filing, scanning, copying, faxing, and incoming and outgoing mail.

• Maintain organized and accurate client and caregiver records in agency software.

• Help prepare meeting materials, take notes, and distribute updates as requested.

• Monitor office supplies and assist with ordering as directed.

• Assist with record reviews and audits by gathering documents and identifying missing information.

Client and Caregiver Support

• Provide friendly, respectful assistance to clients, families, caregivers, and referral sources.

• Receive service inquiries and referrals, collect basic information, and forward requests to the appropriate team member.

• Assist with entering referral information, uploading documents, and tracking required paperwork.

• Support insurance verification and authorization paperwork under the guidance of designated staff.

• Communicate routine updates about schedules, services, and documentation.

• Refer complaints, urgent concerns, and questions to a supervisor.

Scheduling and Personnel Support

• Assist with creating and updating client and caregiver schedules in agency software.

• Contact caregivers about availability and help coordinate coverage when scheduling changes occur.

• Report unfilled shifts and scheduling concerns promptly to a supervisor.

• Review caregiver clock-in and clock-out records and flag missing or incorrect entries for follow-up.

• Collect and organize caregiver identification, licenses, and other required documents.

• Assist designated staff with credential verification and scheduling competency reviews and performance evaluations.

• Participate in on-call scheduling support, as assigned, after appropriate training.

Confidentiality and Teamwork

• Protect confidential client and employee information and follow agency privacy procedures, including applicable HIPAA requirements.

• Follow agency policies and procedures and complete required training.

• Work cooperatively with office staff, caregivers, and management.

• Perform other related administrative duties as assigned.

Qualifications

• High school diploma or equivalent.

• Professional, courteous phone manner and clear verbal and written communication.

• A friendly, patient approach to working with older adults, families, and caregivers.

• Basic computer skills, including familiarity with Google Workspace.

• Strong attention to detail and the ability to keep records organized.

• Ability to manage multiple tasks, adjust priorities, and ask for guidance when needed.

• Dependability, willingness to learn, and ability to follow instructions.

• Ability to handle sensitive information with discretion.

Previous experience in customer service, office support, scheduling, or healthcare is a plus, but is not required.