Office Assistant/Scheduler

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POSITION PURPOSE:

The Office Assistant/Scheduler is responsible for supporting the efficient operation of office functions, coordinating services between clients and caregivers, implementing schedules, ensuring adequate staffing and maintaining continuity of care to best meet the needs of the clients.

 

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PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:

The duties and responsibilities described below do not represent a comprehensive list for this position. Additional tasks may be assigned from time to time as necessitated by the business demands.

Clerical Duties:

• Greet office visitors, handling their needs or directing them to the appropriate staff member.
• Perform general office duties, including but not limited to, correspondence, word processing, copying, filing, reception and telephone services.
• Monitor telephone logs on a daily basis, making appropriate corrections to the system to facilitate accurate processing of payroll and billing.
• Enter and maintain client and caregiver information into the database.
• Process applications and check references, conduct criminal background checks for potential candidates. Schedule interviews, ensure all paperwork and certifications are obtained. Organize and maintain files in compliance with office and state regulations.
• Support staff in assigned project-based work.
• Communicate and refer appropriate matters to the Operations Manager for direction.
• Communicate and reinforce Visiting Angels’ policies and procedures.

Scheduling Duties:

• Schedule caregiver team for hours of service on new clients and open hours/shifts on existing cases.
• Provide consistency in caregiver scheduling with clients.
• Contact clients and caregivers regarding day-to-day scheduling changes.
• Maintain computer schedules and ensure timely data entry for clients and caregivers.
• Generate timely reports on caregiver supply and demand for direct supervisor.
• Manage on-call evenings and weekends, as directed.
• Keep on-call materials current with client information, instructions and directions, the current roster of care and list of active direct care staff. Prepare and maintain the on-call log, client and employee records. Manage calls in accordance with the company policies.
• Regularly update the direct supervisor about open shifts after making an exhaustive effort to staff the shifts.

REQUIRED JOB KNOWLEDGE AND SKILLS:

• High school diploma and two years of experience in an office setting, preferably in private duty homecare.
• Proficiency with Microsoft Office (Word, Excel and Outlook) applications, scheduling systems and other healthcare industry-related software.
• Ability to listen and communicate clearly, fluently and diplomatically – both orally and in writing.
• Ability to remain flexible, resilient, calm and maintain a sense of humor in all situations
• Present a well-groomed professional image representative of the business.
• Ability to plan, organize, prioritize, delegate and accurately complete work activities within specific deadlines while managing interruptions.
• Work independently and proactively with a minimum amount of direction and/or supervision.
• Ability to generate goodwill for the Agency with staff, clients, their family members and referral sources. Demonstrate a strong commitment to client service excellence.
• Maintain absolute confidentiality of all information pertaining to clients and caregivers.
• Ability to lawfully work in the U.S.

PHYSICAL/ENVIRONMENTAL DEMANDS:

• Combination of sitting, standing, bending, reaching, stretching, stooping, walking, climbing stairs and moving intermittently during working hours.
• Must be able to lift at least 50 lbs., if working with clients.
• Must be able to see and hear or use prosthetics that enable these senses to function adequately to fully meet the requirements of this.
• Must be able to properly operate office equipment.
• Must be able to maintain verbal and written communication with co-workers, leadership team, supervisors, clients, family members, vendors and all business associates within or outside the Agency.
• Successful completion and ongoing compliance with all licensing, certification, continuous education, background testing, drug and alcohol testing, OIG and health assessments as may be required under federal, state, or local law or per employer policy.

All of the above demands are subject to the ADA requirements.

Please send resume to: jcarr@visitingangels.com