Office Administrator

Care and Help Home Care•Greensburg, KY

14d•$24 - $26•Onsite

About The Position

The Office Administrator supports the day-to-day administrative operations of the Care Center, coordinating support across recruiting, onboarding, compliance, payroll, and communications with field staff and clients. The role guides candidates through the hiring process, maintains new-hire and employee files, and responds to field staff, caregivers, and client inquiries about scheduling, payroll, and administrative matters. It helps ensure accurate records and compliance with applicable state and federal regulations while supporting the Care Center team’s routine office functions. The position also provides customer service to employees, clients, families, and caregivers; coordinates with healthcare professionals and other stakeholders; and assists with payroll and compliance data, audits, and recordkeeping. The work is performed in an office environment, with occasional travel to local offices for onboarding or training.

Requirements

High school diploma or equivalent.
At least 3 years of customer service or office administration experience.
Strong communication and presentation skills.
Self-starter with strong organizational and time-management skills and the ability to prioritize tasks and meet deadlines.
Detail-oriented, with strong problem-solving abilities.
Ability to work collaboratively and independently with minimal supervision.
Understanding of the company and its services.
Demonstrated computer skills.
Strong understanding of state and federal rules and regulations.
Ability to perform the essential duties satisfactorily, with reasonable accommodations available for individuals with disabilities.

Nice To Haves

Familiarity with home care software and scheduling systems.
Experience in a healthcare or home care coordination role.

Responsibilities

Facilitate recruitment activities, including sourcing, screening, interviewing candidates, and explaining position details, hiring processes, and compensation.
Prepare new-hire paperwork and conduct reference investigations.
Coordinate onboarding, verify orientation completion, and arrange first assignments.
Ensure required new-hire records—including I-9, E-Verify, background checks, licenses, and certifications—are compliant and uploaded to electronic files.
Assist with caregiver training, orientation, and performance evaluations.
Maintain compliance with equal employment opportunity requirements and other applicable employment laws and regulations.
Maintain accurate employee and client records and supporting documentation.
Support internal and external audits, including extracting and explaining payroll and compliance data.
Monitor visit and timesheet data between systems and escalate discrepancies to support compliance and accurate payroll.
Ensure compliance with legal, regulatory, and organizational requirements for home care services.
Answer employee requests and questions in person, by email, or by phone, and direct inquiries to the appropriate departments.
Assist field staff with employee-profile updates, including personal information, direct deposit, wage changes, and password resets.
Manage payroll discrepancies, loan requests, and pay card updates; triage and research payroll inquiries as part of the payroll call group.
Complete employment verifications as needed.
Review and process non-EVV payroll paperwork daily, resolving issues with scheduling, field employees, and management to ensure correct wage payments.
Serve as a contact for clients, families, and caregivers, responding promptly to inquiries and concerns.
Communicate regularly with clients and families and foster positive relationships with clients and service coordinators (payers).
Collaborate with healthcare professionals, social workers, schedulers, and other stakeholders to coordinate care and support client well-being.
Perform general administrative and office support tasks and other duties as assigned.