Office Assistant
Senior Helpers Maine•Bangor, ME
•Onsite
About The Position
Senior Helpers Maine LLC is seeking a reliable, organized, and detail-oriented Office Assistant to support daily agency operations through professional communication, scheduling, documentation, and general office coordination. The ideal candidate is dependable, responsive, accurate, and comfortable working in a fast-paced healthcare environment while maintaining strict confidentiality. Able to keep work area organized and presentable.
Requirements
- High school diploma or equivalent required
- Previous office, administrative, scheduling, or customer service experience preferred
- Strong verbal and written communication skills
- Professional phone and email etiquette
- Excellent organization, attention to detail, and time-management skills
- Ability to prioritize tasks and manage multiple responsibilities
- Comfortable using computers, email, fax systems, text messaging, and office technology
- Dependable, proactive, respectful, and able to work effectively as part of a team
- Must maintain strict confidentiality and use sound judgment when handling sensitive information
Nice To Haves
- Healthcare or home care office experience preferred, but not required
- AxisCare or similar healthcare scheduling experience preferred
Responsibilities
- Answer and direct incoming phone calls professionally and promptly
- Review and respond to emails, text messages, voicemails, and AxisCare messages
- Assist with caregiver scheduling, shift coordination, and communication with staff, patients, and family members
- Monitor AxisCare for missed visits, late clock-ins, and incomplete visit entries
- Follow up with caregivers regarding late arrivals, call-outs, and missed shifts
- Document attendance concerns in visit memos or internal notes
- Notify patients or responsible parties of delays, absences, or scheduling changes
- Send and receive secure emails and faxes, including medical records and physician communications
- Complete data entry and maintain accurate electronic and paper records
- Prepare, print, scan, organize, file, and mail agency documents
- Assist with maintaining patient charts, employee files, and office records
- Organize office supplies, PPE, forms, and patient materials
- Review and complete assigned RingCentral tasks
- Review the next-day schedule for open shifts, conflicts, and coverage concerns
- Assist the Administrator and Director of Nursing with audits, compliance activities, special projects, and general office duties
- Maintain HIPAA compliance and protect confidential patient, employee, and agency information
Benefits
- Health insurance/Benefits
- Paid Time Off (PTO)
- Maine Paid Family and Medical Leave benefits and federal FMLA, when applicable
- Paid orientation and job-specific training
- Paid required in-service education
- Ongoing professional development opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
