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Home Care Administrative Assistant
Pittsburgh, PAJOB TITLE: Administrative Assistant
REPORTS TO: Branch Director
OVERVIEW:
Under the direction of the Branch Director, the Administrative Assistant provides overall support for the Branch Office. The major responsibilities include overseeing the quality of the on-boarding process, collecting and processing employment paperwork, maintaining employment records, scheduling/conducting interviews, general HR functions, and other tasks (as needed) to help grow the location.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Represent the Branch Office to internal and external customers by providing exceptional customer service to include answering calls and responding to requests for information.
2. Heavily tend to inbound calls for the office
3. Track status of credentials and background screenings; and audit the files to ensure compliance with regulatory requirements such as: current licenses, PPD screenings, Flu Shots, etc.
4. Follow up with staff by phone, email or memo regrading compliance requirements as necessary.
5. Conduct/Review background screenings such as child abuse, state police, sanctions checks, OIG, social security verification and primary source verification of licenses upon hire; and ongoing screenings in accordance with regulatory requirements.
6. Communicate frequently with Branch Director regarding status of caregivers’ credentials and advise when staff members are non-complaint.
7. Makes updates to HR record keeping system(s)/HRIS.
8. Provide day to day administrative support to operations of the Branch Office as directed by Branch Director to include project assistance.
9. Maintains confidentiality of staff and agency information according to HIPAA guidelines.
10. Maintains compliance with federal and state regulation concerning employment.
11. Demonstrates a concerned, helpful and professional manner.
12. Performs other duties as assigned.
COMPLIANCE AS REQUIREMENT OF PERFORMANCE:
Compliance with our policies and procedures is a responsibility of all our associates. It is a part of each associate’s performance to follow these requirements:
• All associates are expected to participate in any investigatory activities.
• All associates are expected to report any violation of our policies and procedures.
• All associates are expected to conduct themselves in an ethical manner consistent with the our mission statement and Standards of Conduct.
• All associates are expected to protect the privacy of protected records and must conduct themselves consistent with all applicable laws and policies regarding privacy protection, including HIPAA and state specific privacy laws.
COMPETENCIES/SKILLS:
• Excellent organizational, oral and written communication skills; problem solving abilities.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
• Communication – Communicates persuasively; listens and gets clarification.
• Demonstrate empathetic attitude towards the care of the ill clients and their family members.
• Computer proficiency- Ability to navigate basic Microsoft Office suite, EMR systems and applicable internet resources per company policy.
• Able to manage competing demands for time and resources and independently prioritizes work responsibilities.
• Able to function effectively as a member of a team.
EDUCATION AND/OR EXPERIENCE:
• High school Diploma.
• Moderate competency with computers and keyboarding.
• Excellent organizational, oral, and written communication skills.
PREFERRED EXPERIENCE:
• 1-year recent experience in a home care agency or other healthcare field.
• Exceptional computer proficiency including Microsoft Office, general accounting software, and knowledge of one or more major web-based home health database software program.
• Strong customer service skills.
• Experience with ADP and HHA Exchange Software preferred.
PHYSICAL DEMANDS:
• Regular requirement to sit; use hands to touch, handle or feel.
• Occasional requirement to stand; walk and reach with hands and arms.
• Occasional requirement to lift and/or move up to 10 pounds.
• Vision abilities include close vision, peripheral vision, depth perception and the ability to adjust focus.
WORK ENVIRONMENT:
• Business Office Environment.
• The noise level is usually moderate.
REPORTS TO: Branch Director
OVERVIEW:
Under the direction of the Branch Director, the Administrative Assistant provides overall support for the Branch Office. The major responsibilities include overseeing the quality of the on-boarding process, collecting and processing employment paperwork, maintaining employment records, scheduling/conducting interviews, general HR functions, and other tasks (as needed) to help grow the location.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Represent the Branch Office to internal and external customers by providing exceptional customer service to include answering calls and responding to requests for information.
2. Heavily tend to inbound calls for the office
3. Track status of credentials and background screenings; and audit the files to ensure compliance with regulatory requirements such as: current licenses, PPD screenings, Flu Shots, etc.
4. Follow up with staff by phone, email or memo regrading compliance requirements as necessary.
5. Conduct/Review background screenings such as child abuse, state police, sanctions checks, OIG, social security verification and primary source verification of licenses upon hire; and ongoing screenings in accordance with regulatory requirements.
6. Communicate frequently with Branch Director regarding status of caregivers’ credentials and advise when staff members are non-complaint.
7. Makes updates to HR record keeping system(s)/HRIS.
8. Provide day to day administrative support to operations of the Branch Office as directed by Branch Director to include project assistance.
9. Maintains confidentiality of staff and agency information according to HIPAA guidelines.
10. Maintains compliance with federal and state regulation concerning employment.
11. Demonstrates a concerned, helpful and professional manner.
12. Performs other duties as assigned.
COMPLIANCE AS REQUIREMENT OF PERFORMANCE:
Compliance with our policies and procedures is a responsibility of all our associates. It is a part of each associate’s performance to follow these requirements:
• All associates are expected to participate in any investigatory activities.
• All associates are expected to report any violation of our policies and procedures.
• All associates are expected to conduct themselves in an ethical manner consistent with the our mission statement and Standards of Conduct.
• All associates are expected to protect the privacy of protected records and must conduct themselves consistent with all applicable laws and policies regarding privacy protection, including HIPAA and state specific privacy laws.
COMPETENCIES/SKILLS:
• Excellent organizational, oral and written communication skills; problem solving abilities.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
• Communication – Communicates persuasively; listens and gets clarification.
• Demonstrate empathetic attitude towards the care of the ill clients and their family members.
• Computer proficiency- Ability to navigate basic Microsoft Office suite, EMR systems and applicable internet resources per company policy.
• Able to manage competing demands for time and resources and independently prioritizes work responsibilities.
• Able to function effectively as a member of a team.
EDUCATION AND/OR EXPERIENCE:
• High school Diploma.
• Moderate competency with computers and keyboarding.
• Excellent organizational, oral, and written communication skills.
PREFERRED EXPERIENCE:
• 1-year recent experience in a home care agency or other healthcare field.
• Exceptional computer proficiency including Microsoft Office, general accounting software, and knowledge of one or more major web-based home health database software program.
• Strong customer service skills.
• Experience with ADP and HHA Exchange Software preferred.
PHYSICAL DEMANDS:
• Regular requirement to sit; use hands to touch, handle or feel.
• Occasional requirement to stand; walk and reach with hands and arms.
• Occasional requirement to lift and/or move up to 10 pounds.
• Vision abilities include close vision, peripheral vision, depth perception and the ability to adjust focus.
WORK ENVIRONMENT:
• Business Office Environment.
• The noise level is usually moderate.