Office Administrator

Job description

Position Summary:

2nd Home Care Administrators play a vital role encompassing both office and field-related tasks. This includes answering phone inquiries, conducting data entry, handling clerical tasks, and facilitating inter-departmental communications. Additionally, responsibilities extend to assisting the Program Director in various capacities.

The role demands a seasoned problem solver who excels in effective communication. Being adept at time management and juggling multiple priorities is essential for successful performance in this position. Proficiency in multiple languages is advantageous, although not mandatory, as it can enhance communication and rapport with diverse clients.

Qualifications:

• Proven capacity to effectively manage and prioritize multiple tasks simultaneously
• Strong organizational and time management skills, ensuring efficient workflow
• Genuine interest and enthusiasm for working with seniors and diverse individuals, including those with special needs
• Successful track record of providing satisfactory references, passing criminal background checks, drug screenings, alcohol tests, and obtaining a clear TB test
• Exceptional verbal and written communication skills, fostering clear and empathetic interactions
• Advanced proficiency in computer skills, particularly in Microsoft Excel and Word
• Previous experience in data entry, ensuring accuracy and attention to detail
• Previous experience in audit or account payable/receivable encouraged to apply
• Proven problem-solving aptitude, demonstrating adaptability and success in various scenarios. Demonstrated excellence in customer service, with the ability to build positive rapport.

*Bilingual skills are helpful, though not required.

Background checks and pre-employment drug testing are required.

Responsibilities:

Daily Responsibilities with Quality and Compliance Focus:

• Supervise and meticulously manage the electronic visit verification system to ensure accurate records and promptly address any discrepancies, contributing to integrity and compliance. Conduct thorough quality assurance calls, proactively preventing fraudulent activities and ensuring a high level of client satisfaction, which aligns with our commitment to delivering reliable care.
• Take charge of organizing and meticulously auditing client charts, maintaining open communication with case managers to secure all required documentation and uphold up-to-date, well-organized records that meet regulatory standards.
• Professionally handle incoming phone calls, expertly directing inquiries to relevant departments, and diligently relaying messages to team members, promoting efficient communication.
• Uphold the overall organization and tidiness of the office environment, creating a conducive atmosphere for productivity and ensuring that essential documents are readily accessible.
• Act as the primary point of contact for Attendant Care caregivers, demonstrating exceptional interpersonal skills and facilitating seamless communication across departments, even when translation is required.
• Monitor departmental emails closely and provide timely responses, exhibiting a commitment to effective communication and ensuring compliance with responsiveness expectations.
• Conduct comprehensive orientations for new in-home caregivers within the Attendant Care department, contributing to the onboarding process and ensuring that all team members are well-prepared to uphold quality care standards.
• Collaborate in crafting client assignment schedules, optimizing caregiver-client matching and ensuring that all care needs are met efficiently, in line with quality service delivery.
• Participate actively in management and team meetings and take the lead in organizing bi-annual caregiver conferences, fostering a culture of continuous improvement and learning.
• Attend Patient Centered Service Plan meetings for new clients, actively contributing insights, and collaborating with case managers to align services with individualized needs and maintain compliance.
• Skillfully manage and update departmental spreadsheets, leveraging Microsoft Excel and Word to analyze and organize data accurately, which supports data-driven decision-making and quality monitoring.
• Engage meaningfully with clients, proactively identifying opportunities for improving their Plans of Care, ensuring alignment with their evolving needs while maintaining compliance.
• Collaborate closely with the Program Director and supervisors to efficiently address a wide range of daily tasks, focusing on compliance, quality, and overall operational excellence.

IV) Compliance

a. Abides by the standards identified in 2nd Home’s Compliance Plan,

HIPAA Plan and policies and procedures.

Additional Qualifications:

To excel in this role, candidates must effectively fulfill each responsibility to a satisfactory degree. The qualifications outlined reflect the knowledge, skills, and abilities essential for the position. Reasonable accommodation may be provided to facilitate the performance of essential functions for individuals with disabilities.

Language and Communications Skills:

Exceptional interpersonal and communication abilities are essential to establish cooperation, interpret policies, share information, and offer expert insights during consistent interactions with management, fellow managers, colleagues, external agencies, medical staff, clients, families, vendors, and the public. This role involves engagement with a diverse array of adult clients across various age groups and with diverse healthcare requirements. The capacity to listen intently and articulate responses clearly and comprehensively is pivotal when receiving and addressing inquiries.

Certificates, Licenses, Registrations:

Prior to commencing independent work with clients, completion of training and certification in First Aid, DAIL (Department for Aging and Independent Living) training, and CPR is mandatory. Recertification is required as per designated intervals. Additionally, every employee is obligated to undergo an annual PPD test or obtain medical clearance for tuberculosis symptoms, particularly if a previous positive PPD result is on record.

2nd Home is Equal opportunity Employer

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Work Location: In person

Salary : $20 - $22