Office Assistant

Job Summary

The Office Assistant is responsible for providing support to the Care at Home Department through a wide variety of clerical duties to ensure that services are provided in an effective and efficient manner.

Supervises the Following Positions

Positions: N/A

Physical Requirements

• The ability to perform the duties and responsibility of the position, with or without reasonable accommodations for disabilities.
• The ability to consistently lift, push or pull loads of up to fifty (50) pounds. (Unless nursing 50)
• Sufficient strength, mobility and stamina to make frequent location and position changes, assist with patient care, and perform other physical activities of average difficulty.
• Candidates whose disabilities make them unable to meet the requirements will still be considered fully qualified if they can perform the essential functions of the job with reasonable accommodations.
• May be exposed to infectious or contagious disease.
• May have to handle emergency situations.
• May be subject to irregular hours.
• May be required to wear protective equipment such as eye protection, face protection, masks, sterile/nonsterile gloves, isolation gowns.
• May be exposed to toxic/caustic/chemicals/detergents.
• Physical activities include continuous sitting, and occasional walking, standing, bending, squatting, climbing, kneeling and twisting.
• Activity Conditions (Occasionally, Frequently, Continuously):
• Sitting- Continuously
• Walking- Frequently
• Standing- Occasionally
• Bending-Occasionally
• Squatting - Occasionally
• Climbing-Occasionally
• Kneeling-Occasionally
• Twisting-Occasionally

Visual and Hearing Requirements

• Must be able to see with corrective eye wear.
• Must be able to hear clearly with assistance

Working Conditions

Primarily Works in a well-lighted and air-conditioned environment with period of heavy workload and stress. Works in various conditions.

Performance: Essential Functions

Decision Making: Ability to make decisions and takes appropriate action based on the information they have. Recognizes own limitations and consults with the supervisor, manager, or team member when appropriate.

Time Management: Works efficiently and manages duties to ensure that tasks are completed with accuracy and within the scheduled shift or reasonable amount of time.

Quality & Quantity: Demonstrates accurate, knowledge and skill to carry out job duties. Follows departmental work policies and procedures. Speed and consistency of output and time utilization of job duties.

Computer Knowledge & Electronic Equipment Use: Demonstrates ability to consistently utilize electronic equipment and online computer programs to perform job duties, including electronic documentation, and order entry.

Resource Utilization: Consistently utilizes and maintains supplies and equipment to minimize lost charges and unnecessary equipment repair-replacement.

Confidentiality: Adheres to established policies on privacy and security requirements for compliance with the Health Insurance Portability and Accountability Act (HIPAA), as applicable by Shannon Policy.

Performance: Position Specific Essential Functions

• Assists with maintaining day-to-day operations of the department including answering the telephone, greeting any caregivers or visitors, assisting with team needs, assisting with information requests, relaying phone messages and correspondence and other pertinent information to the supervisor.
• Manages and assists with caregiver/client schedules including weekly schedules call-ins, emergency situations, etc.
• Coordinated and conducts caregiver orientation including printing and organizing orientation materials and ensuring components of orientation is completed in a timely manner.
• Coordinate and schedule meetings as requested.
• Responds to correspondence, calls from clients, caregivers and referral sources and informs direct supervisor when situations warrant his/her attention.
• Assists with special events for department marketing as needed. Coordinates special events and meetings, reservations, and arrangements.
• Assists direct supervisor in maintaining department budget by coding invoices, emailing invoices to accounts in a timely manner and assists with monthly operating report as needed.
• Organize and maintain file systems in compliance with office standards. Creates and updates documents, budgets, contracts, invoices, and orders.
• Assesses the department needs regarding supplies and equipment and provides input into budget preparation. Orders new supplies and equipment as needed or requested.
• Perform general clerical duties including correspondence, copying, filing and distribution.
• Timely uploading of appropriate caregiver documentation.
• Perform other duties as deemed appropriate by the management team.
• Regularly works in AxisCare, UKG, Microsoft Office, and other commonly used computer software and office equipment.
• Oversees the filing of all client’s long-term care policy documentation in a timely manner.
• Maintains working relationships with clients, customers, and colleagues.
• Oversees mail deliveries, invoices, orders, and other tasks assigned.
• Assists with scheduling staff meetings, in-services, caregiver education, and annual competencies.
• Performs other duties as assigned.

Qualifications

Education

• Required
• High School Diploma, GED, or equivalent

Experience

• Required
• Two years of General Clerical experience

Certification/Licensure: N/A