Admin Assistant

Ascend Care Operations•Fort Lauderdale, FL

About The Position

We are seeking an organized, dependable Administrative Assistant to support the office team, caregivers, and clients. The role involves daily office tasks, data entry, scheduling, and maintaining client and caregiver records. The Administrative Assistant answers questions, coordinates updates, and helps keep daily operations running smoothly while working with agency staff. The position also provides administrative support for client and caregiver needs, scheduling and personnel activities, and agency recordkeeping. It requires protecting confidential information, following agency policies and applicable HIPAA requirements, completing required training, and working cooperatively with office staff, caregivers, and management.

Requirements

High school diploma or equivalent.
Professional, courteous phone manner and clear verbal and written communication.
Friendly, patient approach to working with older adults, families, and caregivers.
Basic computer skills, including familiarity with Google Workspace.
Strong attention to detail and ability to keep records organized.
Ability to manage multiple tasks, adjust priorities, and ask for guidance when needed.
Dependability, willingness to learn, and ability to follow instructions.
Ability to handle sensitive information with discretion.

Nice To Haves

Previous experience in customer service, office support, scheduling, or healthcare is a plus, but is not required.

Responsibilities

Answer and direct phone calls professionally, take accurate messages, and follow up on routine questions.
Perform data entry, filing, scanning, copying, faxing, and incoming and outgoing mail tasks.
Maintain accurate client and caregiver records in agency software.
Prepare meeting materials, take notes, and distribute updates as requested.
Monitor office supplies and assist with ordering as directed.
Gather documents for record reviews and audits and identify missing information.
Provide friendly, respectful assistance to clients, families, caregivers, and referral sources.
Receive service inquiries and referrals, collect basic information, and forward requests to the appropriate team member.
Enter referral information, upload documents, and track required paperwork.
Support insurance verification and authorization paperwork under the guidance of designated staff.
Communicate routine updates about schedules, services, and documentation; refer complaints, urgent concerns, and questions to a supervisor.
Create and update client and caregiver schedules in agency software.
Contact caregivers about availability and help coordinate coverage when scheduling changes occur.
Promptly report unfilled shifts and scheduling concerns to a supervisor.
Review caregiver clock-in and clock-out records and flag missing or incorrect entries for follow-up.
Collect and organize caregiver identification, licenses, and other required documents.
Assist designated staff with credential verification and scheduling competency reviews and performance evaluations.
Participate in on-call scheduling support, as assigned, after appropriate training.
Protect confidential client and employee information and follow agency privacy procedures, including applicable HIPAA requirements.
Follow agency policies and procedures and complete required training.
Work cooperatively with office staff, caregivers, and management.
Perform other related administrative duties as assigned.