Administrative Assistant

Job Description

Job Description

Job Summary

The Administrative Staff supports the daily operations of the home care agency by providing clerical, scheduling, and communication support. This role ensures smooth coordination between caregivers, clients, management, and external partners. The position requires attention to detail, confidentiality, strong organizational skills and customer service experience to maintain compliance with 245D and DHS regulations.

Key Duties & Responsibilities

Answer and direct phone calls, emails, and client inquiries in a friendly, professional manner

Maintain organized client and employee files in accordance with DHS regulations under the direction of Designated Manager.

Support billing and payroll processes by verifying timesheets and documentation under the direction of the office manager.

Create and manage caregiver schedules based on client needs and staff availability

Communicate schedule updates and changes to staff and clients promptly

Assist in maintaining accurate records for staff training, licenses, and background checks.

Assist in preparing for audits, site visits, and compliance reviews.

Welcome visitors, clients, and staff in a professional and courteous manner

Support the management team with special projects, events, and reports as needed.

Ability to maintain a consistent in office work schedule.

Required Skills & Qualifications

High school diploma or equivalent (Associates or above degree preferred)

Minimum of 1 year of administrative or office experience (home care or healthcare preferred)

Strong written and verbal communication skills

Excellent organizational and multitasking abilities

Proficient in Microsoft Office Suite (Word, Excel, Outlook) and basic scheduling software

Knowledge of 245D regulations, HIPAA, and DHS documentation (preferred but trainable)

Ability to handle confidential information with discretion

Professional, positive, and customer-service-oriented demeanor

Core Competencies

Attention to Detail

Time Management

Problem Solving

Dependability

Team Collaboration

Client-Centered Focus