Scheduler & Office Assistant Job Description

Job Description

Job Description

Benefits :

401(k)

401(k) matching

Bonus based on performance

Competitive salary

Paid time off

Signing bonus

Training & development

Job Overview

We are seeking a detail-oriented and proactive Scheduler and Office Assistant who will be responsible for coordinating services between clients and caregivers, help ensuring adequate staffing and maintaining continuity of care to best meet the needs of the clients. He / she also supports the efficient operations of the office functions. The ideal candidate will play a crucial role in ensuring the smooth operations of our office by providing administrative support, managing front desk activities, and assisting with various clerical tasks. This position requires strong organizational skills, excellent communication abilities, and a commitment to delivering exceptional customer service.

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS :

• Schedule caregiving staff; coordinate client services based on skills and availability, to provide quality care to clients.
• Communicate clearly with clients and caregivers regarding day-to-day scheduling changes.
• Enter and maintain client and caregiver information into the scheduling software system and monitor logs on a daily basis, making appropriate corrections to the system to facilitate accurate processing of payroll and billing.
• Generate timely reports on filled and unfilled clients hours, monitor overtime and unfilled hours and communicate it promptly to the direct supervisor.
• Document all pertinent situations and interactions with clients, families in our scheduling system or writing reports to ensure coordination and continuity of care.
• Answer the phones and respond to clients and caregivers inquiries and needs.
• Process applications, check references, conduct criminal background checks for potential employees and schedule interviews for potential employees if needed.
• Help manage all general office duties.
• Maintain positive relationships with clients and their families, prospective clients, caregivers, prospective employees and fellow team members.
• Respond to emergency situations professionally and calmly.
• Maintain a high level of professionalism and demeanor.
• Practice good time management, problem solving, follow instructions and complete work assignments.
• Maintain absolute confidentiality of all information pertaining to clients, including clients families and other employees.
• Demonstrate self-motivation, self-direction, organizational skills, flexibility and the ability to coordinate multiple tasks simultaneously.
• Strictly comply with all laws, rules and regulations.
• Work independently and proactively with minimal direction and / or supervision.
• Maintain regular and predictable attendance.
• Willing to be on a call rotation once a month
• Present a well-groomed image that reflects the professionalism of the business.
• Plan, organize, prioritize, delegate and accurately complete work activities within deadlines while managing interruptions.

REQUIRED JOB KNOWLEDGE AND SKILLS :

• High school diploma and two years of experience in an office setting, preferably in the home care industry.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) applications, scheduling systems and other industry-related software.
• Ability to listen and communicate clearly, fluently, diplomatically both orally and in writing.
• Successfully complete a background checks and able to work in the U.S
• Must have reliable transportation.
• Ability to learn quickly our scheduling Software

Attributes

• Strong interpersonal skills with the ability to work well in a team
• Ability to multi-task and prioritize effectively
• Proactive, negotiator, friendly, reliable, mission driven, reliable, initiative, attention to details and emotional intelligence
Benefits :
• 401(k)
• Earned Sick Time
• Flexible Schedules
• Training
• We offer a supportive and dynamic work environment, with opportunities for career growth

Patient care, Office / Clinic Receptionist, Customer Service Representative, Call Center Representative, Customer Care Representative, Sales and Marketing, Administrative Assistant, Event Planner, High School Teacher are encouraged to apply for this position.