Administrative Assistant

Job Title: Administrative Assistant – Family to Family Adult Care Services On-Sight

Location: 1503 Monroe Ave, Memphis, TN 38104

Reports To: Management of Aging and Care Services Coordinator

Job Type: Full-Time/ Part-Time

Hours: Monday- Friday Between 8am-5pm

***(Subject to change based on Business Needs)

Salary: 17.00 per hr

Position Overview: We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Family to Family Adult Care Services. The role will focus on scheduling, communication, timekeeping, and general administrative tasks to ensure efficient operations. The ideal candidate will be someone who can multitask effectively, has excellent interpersonal communication skills, and is comfortable working in a dynamic, caregiving environment. This role involves assisting in the coordination of care for elderly clients as well as clients with intellectual disabilities, autism, and other specialized needs.

Essential Job Duties

Administrative

• Maintain accurate records of client status, including updates on those who are hospitalized, placed on hold, or resuming services.
• Organize and file all client and employee records, including timesheets, client intake forms, and new hire paperwork.
• Maintain an organized system for tracking caregiver assignments, client updates, and employee documentation.
• Handle incoming phone calls from caregivers, clients, and family members.
• Organize and file all client and employee records, including timesheets, client intake forms, and new hire paperwork.
• Maintain an organized system for tracking caregiver assignments, client updates, and employee documentation.
• Assist with filing, organizing paperwork, and maintaining accurate records for both employees and clients

Scheduling & Client Coordination:

• Manage and oversee the scheduling of care services for approximately 200 elderly clients and those with intellectual disabilities or special needs (autism, schizophrenia, etc.).
• Assign caregivers to clients based on needs, availability, and location.
• Monitor and adjust schedules as necessary due to changes in client status (e.g., hospitalizations, vacations, or changes in care requirements).
• Communicate with clients and caregivers to ensure satisfaction and address any issues.
• Ensure timely communication of any changes to both caregivers and clients. (i.e. resolving staffing issues, addressing caregivers who are missing or unavailable)
• Address caregiver inquiries regarding client needs, scheduling, or policies.
• Coordinate with Management regarding more complex issues related to Amerigroup clients, staffing matters, and other potential clients.
• Regularly check in with clients and caregivers to ensure that the quality of care is maintained and address any concerns.

Payroll & Timesheet Management:

• Coordinate the submission and entry of caregivers' timesheets, ensuring all information is accurate and submitted on time for payroll processing.
• Enter timesheet data for Amerigroup clients and aging commission clients.
• Handle timesheet filing and ensure that caregivers provide original copies of signed timesheets.
• Prepare, print, and distribute necessary forms and documents (e.g., timesheets, new hire packets).
• Partner with the Solutions Team with resolving any Payroll related inquiries.

Qualifications

• High school diploma or equivalent required.
• Associate’s degree or relevant certifications in healthcare administration, business, or a related field preferred.
• Previous experience in administrative roles, preferably in healthcare, caregiving, or social services.
• Familiarity with scheduling and timekeeping software.
• Preferred experience using AxisCare for scheduling, client management, and timesheet tracking.
• Preferred experience using Paychex for payroll management and employee time tracking.
• Experience with client care coordination is a plus.

Additional Qualifications

• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and general office equipment.
• Ability to maintain confidentiality and handle sensitive information.
• Compassionate and empathetic with a passion for caregiving and supporting individuals with special needs.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and the ability to adapt to changing situations.
• Additional duties as needed and assigned

Additional Information:

• Some weekend work may be required, especially during pay periods or when additional staffing support is needed.
• In-person meetings and interactions with caregivers are a key part of the role, including during the new hire orientation process.

This was extra information, I do not think we need. It can be reviewed as additional duties as needed

Training & Development:

• Advocate for the implementation of training programs for caregivers, such as situational awareness and client care procedures (e.g., assistance with bedridden clients, proper lifting techniques).
• Ensure that caregivers are aware of and comply with client-specific care requirements (e.g., dos and don’ts in the client’s home).

Job Types: Full-time, Part-time

Pay: $17.00 - $18.00 per hour

Schedule:

• 8 hour shift

Work Location: In person

Salary : $17 - $18