Office Assistant

Office Assistant

The HR Coordinator-Office Assistant is responsible for maintaining a pool of eligible caregivers needed to meet the agency’s growing client census and service hours. This is accomplished through continual recruiting, hiring and orientating of qualified caregivers. In addition, this position performs various human resource functions for agency caregivers, including such task as employee relations and retention, personnel file management, monitoring of documentation, certification and/or training needed to remain eligible for placement, conducting performance evaluations and disciplinary meetings, and documenting various employment related events. This position requires at least 20 hours in office to assist Operations Manager with day to day activities such as phone inquiries, mailing and filing

MINIMUM QUALIFICATIONS

• High school graduate.
• Two years of related experience; knowledge of HR, scheduling and/or health care preferred.
• Must possess excellent written and verbal communication skills, telephone etiquette, and be able to interact effectively with persons from diverse backgrounds with a strong customer service orientation.
• Must possess exceptional organizational skills and follow-through and be comfortable utilizing various technologies and computer programs.
• Able to exercise initiative, problem solve and apply sound judgment.
• Able to work under pressure and manage multiple demands simultaneously.
• Must present a positive and professional business image.
• Must pass a criminal background check.
• Must have basic computer and Microsoft Office capabilities

Must have CPR FIRST AID and TB test to be able to help cover assignments

ESSENTIAL DUTIES AND RESPONSIBILITIES:

RECRUITMENT/HR

• Continually recruit caregivers to maintain pool of eligible and available caregivers. This may include but is not limited to:

o Creating and posting online job ads.

o Sourcing potential applicants on resume databases and social media sites.

o Attending and/or hosting job fairs..

o Promoting the agency’s employee referral program to current caregivers.

• Process applications/employment inquiries and ensure applicants have all requirements to perform duties..
• Conduct pre-screens and in-persons interviews with potential candidates; provide hiring recommendations to Operations Manager and Administrative Director to make hiring decisions.
• Schedule qualified candidates for orientation subject to positive reference verification; provide new hire packet for candidates to complete and return at orientation; validate provided references.
• Assist in providing a comprehensive orientation for all newly hired caregivers to share the agency’s history and mission, set expectations, review procedures, promote brand consistency, and foster a positive employer-employee relationship.
• Collect new hire paperwork and copies of all applicable identification, licensure, certifications, and/or completed trainings; ensure documents are correctly filled out and signed by the caregiver and that all required documentation has not expired.
• Create personnel files; ensure caregiver information is accurately loaded into the agency’s CRM

system.

• Assign training courses and provide caregiver login information; monitor for completion by required date (if applicable).
• Ensure required background checks and motor vehicle records are processed prior to placement with any client.
• Monitor upcoming document expirations and required continuing education/performance evaluations; ensure needed items are completed by and/or collected from caregivers by their required due date.
• Conduct caregiver “Stay Interviews”.
• Prepare and file reports for caregiver accidents and injuries.
• Audit and maintain caregiver personnel files in accordance with regulatory requirements and agency policy.
• Telephone answering in busy office environment, filing, scanning, mailing and ensuring proper docu-mentation is cataloged in company shared drive.

PHYSICAL AND ENVIRONMENTAL DEMANDS: This is a primarily sedentary position.

ORGANIZATIONAL RELATIONSHIP: Reports directly to the Operations Manager

CLASSIFICATION: Exempt

POSITION TYPE & EXPECTED HOURS OF WORK: Part Time ~20 hrs per week-weekdays, may expand as needed.must be able to stay after due to emergencies

DISCLAIMER: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or be assigned at any time with or without notice