Office Administrative Assistant

This posting is for an office assistant in Brownsburg, IN for A Joyous Kare. Our office is open Monday-Friday from 8:30am-5pm!

Position Summary: As an Office Assistant (OA), you will be responsible for providing administrative and clerical support to ensure efficient operation of the office. This role involves interacting with clients, caregivers, and staff to facilitate communication, scheduling, and client care needs in addition to supporting administrative operations, ensuring the office runs smoothly and efficiently while fostering confidentiality. You will uphold our commitment to providing exceptional home care services as well as provide a backup for on call coverage.

Position Key Responsibilities: As an Office Assistant at AJK you will perform the following responsibilities but not limited to:

• Maintaining an open-door culture where confidentiality and sense of urgency is priority.
• Ability to work both independently and as part of a team.
• Strong problem-solving skills and the ability to handle multiple priorities in a fast-paced environment.
• Commitment to providing excellent customer service and supporting A Joyous Kare’s mission of enhancing the lives of our clients.

Key Responsibilities:

• Administrative Support:
• Answer and direct phone calls, emails, and in-person inquiries with a professional demeanor.
• Assist with the creation and management of client files and care plans.
• Maintain accurate records of caregiver assignments and client information.
• Manage office supplies and ensure equipment is functioning properly.
• Be the resource guru for A Joyous Kare.
• Support team daily operations: Collaborate with staff to support daily office functions, such as preparing documents, reports, and forms.
• Customer service: Respond to inquiries from clients, caregivers, and other stakeholders, providing information or directing them to the appropriate person.
• Scheduling & Coordination:
• Schedule caregivers for shifts based on client needs and staff availability to ensure optimal coverage.
• Coordinate replacements for caregivers who are unable to fulfill scheduled shifts.
• Track and update caregiver availability, time off, schedule changes, and attendance.
• Communicate schedule updates with caregivers, supervisors, and clients as needed.
• Communication:
• Maintain confidentiality and ethics at all times.
• Serve as a point of contact for clients and caregivers regarding schedules and service inquiries.
• Address and resolve any immediate client or caregiver concerns and immediately route it to the appropriate higher up.
• Communicate important updates from management to caregivers and clients.
• Maintain open and clear communication with clients, their families, and the care team.
• Report any changes in the client's condition promptly to supervisors and managers.
• Coordinate, communicate, schedule and take notes for office meetings.
• Coordinate, communicate and schedule trainings for caregivers and office staff.
• Promptly log all calls in AxisCare.
• Billing & Documentation:
• Assist with the preparation of invoices for client services.
• Ensure timesheets are submitted by caregivers accurately and on time.
• Maintain records of client service hours and caregiver work logs for billing purposes.
• Assist with payroll preparation by providing relevant data to the finance team.
• Maintain accurate and up-to-date documentation of care provided.
• Complete daily logs and reports as required by company policies.
• Compliance & Quality Assurance:
• Ensure all client and caregiver documentation meets regulatory requirements.
• Assist with the preparation of reports required by local or state regulatory bodies.
• Support the management team in maintaining compliance with home care regulations.

Minimum Qualifications:

• Minimum Age 18
• Associates degree preferred
• CPR certified.
• Current Indiana Driver’s license.
• Reliable Transportation.
• Must pass Criminal Background Check, Pre-Employment Drug Test and TB Test.
• Must comply with privacy and HIPAA laws.
• Must comply with client’s rights.
• Previous experience in home care, healthcare, office administration is preferred.
• Strong organizational and time management skills.
• Compassionate and patient demeanor with a strong sense of empathy.
• Excellent communication and interpersonal skills, both written and verbal.
• Ability to multitask and prioritize work in a fast-paced environment.

Skills & Competencies:

• Customer Service: Maintain a friendly, helpful demeanor when assisting clients and staff.
• Detailed-Oriented: Ensure accuracy in scheduling, documentation, and communication.
• Problem-Solving: Quickly address and resolve scheduling or administrative issues.
• Tech-Savvy: Proficiency with office software (Microsoft Office Suite, Google Workspace) and scheduling software.

Team Player: Collaborate effectively with other staff to ensure quality care for clients.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid time off
• Referral program

Schedule:

• Day shift
• Evening shift
• Monday to Friday
• Rotating weekends

Work Location: In person

Salary : $18 - $20