SUMMARY:

HomeWell Care Services is seeking a Scheduling Coordinator/ Administrative Assistant. This is a position where independent and organized people can help us shine. As a Scheduling Coordinator/ Administrative Assistant you'll make connections with employees and clients that will impact their daily life. This position is responsible for assisting the office with administrative needs and working with the team to schedule all client hours while ensuring the office operations are running smoothly.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Scheduling Coordinator:

Assist in scheduling client shifts with eligible caregivers whose knowledge, skill and availability matches the service needs of the client. Communicate new assignments and/or scheduling changes to caregivers and clients. Maintain accurate schedules for clients in the agency's Clear Care system. Maintain accurate contact information and availability for caregivers. Daily review of completed shift logs, verifying discrepancies from originally scheduled shift hours. Monitor missed/late shift clock-ins/outs and follow the policy and procedure Monitor caregiver scheduled hours for potential overtime; notify HR Manager and Director of Care if overtime hours are needed. Promptly notify appropriate Care Manager of staffing changes, scheduling issues and reported client issues. Document schedule changes in Clear Care system. Provide ongoing feedback to HR Manager regarding status of eligible and available caregivers to ensure recruitment activities meet the agency's scheduling needs. Complete appropriate charting related to caregivers' attendance and report to HR team if disciplinary action is needed. On call duties as needed.

Administrative Assistant Duties:

Maintains confidentiality and presents professional manner at all times. Answer incoming phone calls with professionalism routing the caller to the appropriate staff member. Assist Community Outreach Liaison with intake of service inquiries received via phone or email with the goal of providing solutions and setting up an in-person consultation/assessment for services. Gather information to determine services needed. Notify Community Liaison of potential service needed Log all inquiries in the agency's Clear Care system. Greet and receive office visitors and direct them to orientation or contact the individual they are meeting with. Process incoming and outgoing mail and faxes; distribute to the appropriate staff member Generate and send bulk mailings, newsletters and agency correspondence. Maintain organization of agency documents, records and reports, including but not limited to filing, copying, electronic file organization, and scanning of miscellaneous documents. Maintain supply of printed agency forms, documents, packets. Maintain stock of office and cleaning supplies by regularly monitoring inventory level, anticipating needed supplies, placing orders for supplies, and verifying receipt of supplies. Ensure operation of office equipment by completing preventative maintenance requirements; troubleshooting malfunctions; and coordinating needed repairs. Monitor upcoming client and employee birthdays and anniversaries; ensure cards/gifts are sent to recipient for on time arrival. Maintain current contact lists and email distribution groups. Coordinate with vendors for regularly scheduled services and deliveries. Run errands as needed, which may include but is not limited to dropping off outgoing mail, shipping packages, purchasing supplies, and picking up needed items for onsite events. Assist agency staff with additional tasks, which may include but is not limited to compiling information, internet research, searching documents or files, data entry, and placing outbound calls to acquire information (from vendors, regulatory agencies, and other third parties).

REQUIRED KNOWLEDGE/SKILL/ABILITIES

3+ years of administrative experience required Strong innovative thinking, good listener, solution oriented Good time management and problem-solving skills Excellent oral and written communication skills Detailed-oriented, flexible, self-motivated, and a team player Senior Care Industry experience is a plus, but not required Full vaccinated against

COVID-19

is required High school diploma or GED required

COMPENSATION

Competitive hourly rate based on experience. Medical, Voluntary, 401 K and PTO benefits offered.

PHYSICAL AND ENVIROMENTAL DEMANDS

Must be willing to travel between our offices as needed.

ORGANIZATIONAL RELATIONSHIP

Reports directly to Operations Manager.

CLASSIFICATION

Non-exempt

POSITION TYPE & EXPECTED HOURS OF WORK

Full Time

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.

Job Type:

Full-time Pay:

$20.00 - $22.00 per hour

Benefits:

401(k) 401(k) matching Health insurance Paid time off

Education:

High school or equivalent (Required)

Experience:

Caregiving:

1 year (Preferred)

Administrative:

3 years (Required)

Work Location:

In person