Admin Assistant

Home Instead - Charlottesville, VA•Charlottesville, VA

3d•Onsite

About The Position

The Administrative Assistant is expected to perform a variety of clerical and administrative duties that support CARE Pros, clients and administrative staff. The Administrative Assistant is expected to answer phones, complete administrative duties and support CARE Pros and other staff members with clerical tasks in order to provide the highest quality service to CARE Pros and clients.

Requirements

High school graduation or the equivalent
One year of related business experience or an equivalent combination of education and work experience may be considered
Must possess a valid driver’s license
Must have an understanding of and uphold the policies and procedures established by Asilinge, LLC, (d.b.a. an independently owned and operated Home Instead franchise)
Must demonstrate excellent oral and written communication skills and the ability to listen effectively
Must have the ability to work independently, maintain confidentiality of information and meet deadlines
Must have knowledge of the senior care industry
Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills
Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures
Must have the ability to organize and prioritize daily, monthly and yearly work
Must be able to establish good working relationships with management, colleagues, franchise owners and their staff
Must have the ability to sit at a desk and listen effectively for long periods of time on the telephone
Must present a professional appearance and demeanor
Must be able to operate office equipment
Must be patient and congenial on the telephone
Must have computer skills and be proficient in Word and Excel
Must be able to work evenings or weekends as required
Must be able to perform duties in a professional office setting

Responsibilities

Reflect the core values of Asilinge, LLC, (d.b.a. an independently owned and operated Home Instead Senior Care franchise)
Greet and welcome each visitor in a friendly, warm and professional manner
Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members
Provider franchise owner with administrative support
Capture and reconcile CG intro checklists for payroll
Submit client Invoices with Care notes bi-monthly to long term insurance companies
Support Human Resource team will all aspects of Care Pro Engagement, including but not limited to:
Send a list of upcoming Care Pro anniversaries to the HR Manager for them to have in cue for the Care Pro Companion Newsletter going out usually before the 10th of the month.
Help coordinate Caregiver of the Month celebration with certificate
Do a short phone interview or email with the Care Pro of the Month to give to the HR Manager to use in the Newsletter, plus send them a clean photo of the Care Pro (not from WellSky)
Calculate Care Pro PTO each month for Care Pros having anniversaries and give to HR Manager
Ensure that all onboarding tasks are completed for new staff members
Enter and maintain accurate client and CARE Pro records in the operating systems: WellSky, SCAN 123, and Microsoft One Drive.
Communicate client and CARE Pro concerns or problems with owner or other staff members as appropriate
Prepare and mail sympathy cards for clients and caregivers
Collect staff AMEX receipts and email statement pages to bookkeeper
HR: file any remaining paper files for CPs with paper files when they get deactivated
Enter deactivation dates I Vanguard when Care Pros are deactivated
Act as back up for VSP background checks
For Client Care Coordinator: file Comp HH Care notes
For Client Care Coordinators: keep Consult Folders stocked
For Nurse: file Personal Care Files
For Operations: Liaison with cleaning company
For Operations: Liaison with InTouch Telecom for phones and IT for computer and network issues
For Operations: Maintain office equipment inventory and order necessary equipment
Ensure Home Instead Senior standards are met and upheld
Maintain regular attendance at the office to execute job responsibilities
Demonstrate open and effective communication with owner, colleagues and CARE Pros
Order and stock office supplies
Keep postage on the meter loaded, credit card and copy machine, and is liaison for equipment repairs as needed
Mail out monthly birthday cards for clients, caregivers, and office staff-- to arrive on or before the birthday date
Perform any and all other functions deemed necessary