Experienced Scheduler/Administrative Assistant

We are looking for an Experienced Administrative Assistant/ Scheduler to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant/ Scheduler include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. Administrative Assistant / Scheduler responsibilities include scheduling client's and caregiver's schedules daily, meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as an Administrative Assistant / Scheduler and familiarity within our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Answer and direct phone calls
• Maintain telephony scheduling system on a daily basis
• Generate a weekly report of actual coverage time vs assigned time and report to administration weekly
• Assist agency with calculating bi-weekly payroll - verify caregivers timesheets with telephony system
• Create monthly schedules for clients and caregivers and present to administration weekly
• Monitor and ensure daily there are no unassigned client's schedules for a client that week or following week - a daily report must be provided to administration daily and what steps were made to resolve it by end of business
• Document caregivers request for vacation or time off
• Document clients request for coverage time change or no coverage - daily (must document in clients file and telephony system)
• Assist Human Resource with managing caregiver's expiration of credentials
• Assist billing specialist and RN with managing Medicaid clients renewal deadlines
• Ensure that caregivers are notified of any new schedule changes by phone (must speak with caregiver to confirm) and email follow up
• Generate weekly report to confirm to confirm caregiver timesheets match actual services times in telephony system - daily updates to system is required to maintain the accuracy of information
• Call caregivers when receiving late notification alerts daily - immediately to ensure agency coverage integrity
• Work closely with RN, Human Resource, and executive administration
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Submit and reconcile expense reports
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Cover agency cases if unable to identify another caregiver to cover case
• Assist agency with eliminating and reducing overtime
• Handle daily/weekly on-call responsibility (participate in weekly rotation)
• Must have reliable transportation

Skills

• Proven experience as an administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Word, MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus