Administrative Assistant

This job description outlines the objective, primary responsibilities, and/or requirements and qualifications of the Receptionist/Administrative Assistant. This description is not meant to be an exhaustive list of services, as the exact duties to be performed will vary.

Objective:             To answer and direct incoming phone calls, greet guests and coordinate general office administrative activities

Reports to:           Director of Operations

Primary Responsibilities (including, but not limited to):

• Answer, screen, and route incoming phone calls in a pleasant, courteous manner


• Greet and direct office visitors in a pleasant, courteous manner


• Perform general office administrative support functions such as coordinating mailings, data input, and file maintenance more fully described as follows:

• Creating and updating client and caregiver files


• Filing documents, including timesheets, in appropriate folders and cabinets


• Creating new hire packets and employee handbooks


• Compiling marketing materials, such as binders and folders, as needed


• Inputting caregiver information into Matrix


• Verifying complete caregiver information is collected, completed and properly filed according to policy after hiring


• Distributing caregiver manuals and ensuring caregiver access to user systems


• Creating expiration reports, contacting caregivers to obtain updated documents, and uploading information into Matrix


• Responding to requests for documentation from Long Term Care Insurance


• Reviewing charts to ensure tasks match care plan


• Other duties, as assigned

Qualifications

• Minimum of two years of support experience in an office setting.


• Ability to communicate pleasantly and effectively with callers and internal staff.


• Familiar with a variety of the field’s concepts, practices, and procedures.


• Team player, excellent verbal and communication skills, adaptable in different situations, possesses excellent client interaction skills.