What are the responsibilities and job description for the Front Office Coordinator - Operations Assistant position at Comfort Keepers Home Care Services Agency?
Job Summary:
Under the general supervision of the Operations Manager receives callers in office in person or by phone, determines nature of business, and directs callers to destination. Assists with projects and other assignments as needed or directed.
Essential Functions:
Office Oversight
¨ Promotes a positive and helpful image of Comfort Keepers at all times.
¨ Operates multi-line telephone console to receive and direct incoming calls and provides general information for callers. Obtains caller’s name and arranges for appointment, if necessary, with person called upon.
¨ Directs caller to destination, records name, time of call, nature of business, and person called.
¨ Greets visitors, determines the nature of their business, and directs them to the proper destination or individual.
¨ Assist with filing duties and a variety of other clerical duties as necessary.
¨ Types memos, correspondence, reports, and other documents.
¨ Inventories, orders, organizes, and stores office supplies and appropriate forms.
¨ Prepare meeting spaces for scheduled meetings.
Scheduling Support
¨ Reach out to caregivers to ensure visits are confirmed for the week.
¨ Collaborate with scheduler to create open visit list to send to caregivers.
¨ Communicate with caregivers who are running late, as well as notify client.
¨ Notify client and caregiver of schedule changes.
¨ Assist scheduler with weekly claiming.
¨ Confirm clock in and out times, as well as tasks completed during shift.
*Provide on-call phone support for weekends and evenings (rotating schedule)
Marketing Support
¨ Provide support for Marketing Director for presentation materials and organizing/entering of contacts.
¨ Assist Client Care Coordinator in prepping marketing materials.
Client Services Support
¨ Provide support for Client Services for brochure materials and organizing/entering of client and prospect contacts with related checklists.
¨ Enter contacts in to eRSP as provided by Client Care Coordinator
¨ Subscribe prospects to weekly newsletter.
¨ Assist Client Care Coordinator in mailing out birthday cards to clients.
¨ Receive authorizations for current clients, attach to file, and email to scheduler and Client Care Coordinator.
Human Resources Support
¨ Provide support for staff development and caregiver processes.
¨ Assist with appropriate steps and paperwork to support the process from pre-hire to termination.
¨ Prepare applicant information/paperwork for interview the morning of.
¨ Conduct background checks on caregivers and new office staff.
¨ Assist with Orientation setup.
¨ Schedule caregivers for in-office meetings as needed for coaching, evaluations, etc.
¨ Participate in orientation as instructed by the Human Resources/Operations Manager.
¨ Distribute and/or mail payroll checks and pay stubs.
¨ Monitor annual evaluations, send reminders, and update spreadsheet accordingly.
¨ Schedule meetings for office staff.
¨ Send reminders to caregivers to create annual and new hire training.
¨ Subscribe new employees to weekly newsletter.
¨ Verify CNA license, and ensure it is entered in eRSP.
¨ Assist human resources in sending birthday and anniversary cards to caregivers.
¨ Make CK bucks for Orientation and birthday cards.
Social Media
¨ Assist with all Comfort Keeper Social Media post
¨ Promote participation with Facebook, Instagram, google reviews with clients and staff.
Tech Support
¨ Assist new office employees in setting up Dialpad, email signature, eRSP login, and other misc. items.
¨ Help office employees with computer issues, as well as reach out to support when needed.
This job description is not intended to be all-inclusive. The employee will be expected to perform other reasonable related duties as assigned.
Working Environment: Office environment.
Position Physical Demands:
Walking, sitting, and standing with lifting limited to files and records typically not expected to exceed 10 pounds in weight. Extended time at a computer work screen and on the telephone so vision and hearing skills required. Based upon position, visual, hearing and speech acuity must be exceptional.
Job Type: Full-time
Pay: $21.00 - $23.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Paid time off
- Vision insurance
Medical Specialty:
- Home Health
Schedule:
- Monday to Friday
Experience:
- Office: 2 years (Required)
License/Certification:
- Driver's License (Required)
Ability to Commute:
- Omaha, NE 68105 (Required)
Ability to Relocate:
- Omaha, NE 68105: Relocate before starting work (Required)
Work Location: In person
Salary : $21 - $23