Office Coordinator

Job Title

OFFICE COORDINATOR

Department            Report To                               FLSA Status     Last Modified

In Home Services   Admin. of County Services  Non-Exempt   4/7/2024

JOB SUMMARY

This position is responsible for assisting with the day-to-day operations and record keeping of their local field office.

DUTIES AND RESPONSIBILITIES

• Be responsible for professionally administering all incoming calls, ensuring that they are directed appropriately and timely. 
• Ensure all guests are greeted in a professional, friendly manner.  
• Be responsible for all office duties, which includes, but not limited to: data entry and document scanning for RN Assessor, Home Care Supervisor, and Care Manager.
• Be responsible for all electronic referral entries into the database on a daily basis.
• Maintain contact with the Home Care Assistants, respond to inquires and maintain all required paperwork. This includes, but is not limited to: personnel files, scheduling, PTO, and all required renewals.
• Responsible for comparing billing forms to time and travel, compiling Home Care Assistant’s hours and getting them to the regional office in a timely manner each pay period.
• Be responsible for maintaining complete client files including all paperwork pertaining to each client, in the appropriate software.
• Be responsible for the daily flow of mail distributing to appropriate staff. 
• Be responsible for the data upkeep of scheduling and EVV software.
• Assist with responding to inquiries from service providers, and clients and/or families.
• Be responsible for checking and tracking billing forms, as assigned.
• Be responsible for completing all reports required by the regional office.
• Be responsible for DHS communications.
• Adhere to agency policies and procedures as outlined in the Employee Handbook
• Perform other duties as assigned by management.

KNOWLEDGE, SKILLS, AND ABILITIES

• Must possess excellent phone etiquette
• Ability to organize and maintain office files, records, and schedules.
• Excellent verbal and written communication skills.
• Ability to work well with others.
• Ability to assess basic client needs so that appropriate referrals may be made.
• Ability to operate general office machines.
• Proficiency in computer operations, including Microsoft Office.

QUALIFICATIONS

• High school graduate with one year experience in general office work. Interest or experience in working with the elderly preferred.

I understand the description of this job and its essential functions as given. I also understand all of the duties are not described above and I will perform those listed and other related duties as directed by my supervisor and management.

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