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 (Associate’s 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