Office Support Specialist

Aroostook Home Health Services • Caribou, ME

2d

About The Position

The Office Support Specialist provides clerical and administrative support to help ensure the efficient daily operations of a home health agency. The role answers and directs incoming calls, assists with scheduling, maintains accurate records, supports office staff, and performs general clerical duties. It requires professionalism, organization, strong communication skills, and discretion when handling client and employee information.

The specialist supports the scheduling department with schedule updates, staffing communications, caregiver outreach, data entry, and reporting concerns to the appropriate supervisor. The position also assists agency departments and management with document preparation, filing, office supplies, mail distribution, and other routine administrative tasks. The specialist provides courteous assistance to clients, families, caregivers, and staff, while referring service-related concerns to the appropriate supervisor.

The role must maintain strict confidentiality, follow agency policies and applicable HIPAA privacy and security requirements, handle records appropriately, report potential privacy breaches, and complete required training. It is performed in a typical office environment and involves extended sitting and regular use of a computer and telephone.

Requirements

• High school diploma or equivalent preferred.
• Previous administrative, clerical, customer service, or office experience preferred.
• Experience in a home health, healthcare, or human services setting is an asset.
• Strong verbal and written communication skills.
• Basic computer skills, including email, data entry, word processing, and electronic record systems.
• Strong organizational skills and attention to detail.
• Ability to multitask, prioritize assignments, and work independently when appropriate.
• Ability to work cooperatively with a team and follow supervisory direction.
• Professionalism, reliability, discretion, and respect for confidentiality.
• Ability to work in a typical office environment.
• Ability to sit for extended periods and regularly use a computer and telephone.
• Ability to organize, retrieve, and manage office documents and supplies.

Nice To Haves

• High school diploma or equivalent.
• Previous administrative, clerical, customer service, or office experience.
• Experience in a home health, healthcare, or human services setting.

Responsibilities

• Answer incoming telephone calls promptly and professionally, direct calls and messages, take accurate messages, and ensure timely follow-up.
• Respond to general inquiries from clients, caregivers, families, and community partners within the scope of the position.
• Assist the scheduling department with daily scheduling needs, schedule changes, cancellations, staffing updates, caregiver shift coverage, data entry, and schedule updates.
• Report scheduling concerns, staffing shortages, or urgent issues to the appropriate supervisor.
• Perform data entry and maintain accurate electronic and paper records.
• Assist with filing, scanning, copying, faxing, document preparation, correspondence, forms, reports, and agency paperwork.
• Organize and maintain office files and administrative documents.
• Monitor office supplies and notify management when replenishment is needed.
• Assist with mail distribution and routine office tasks, and provide general administrative support to agency departments and management.
• Provide courteous and respectful assistance to clients, families, caregivers, and office staff.
• Forward client concerns, complaints, and service-related questions to the appropriate supervisor.
• Assist with organizing employee paperwork and administrative records as assigned.
• Follow agency procedures for documenting and communicating important information.
• Maintain a professional, welcoming, and service-oriented office environment.
• Maintain confidentiality of client, employee, and agency information and follow agency policies, HIPAA requirements, and applicable regulatory requirements.
• Handle, store, and share records appropriately; promptly report concerns or potential privacy breaches to management.
• Complete required training and comply with agency requirements.
• Complete assigned clerical tasks accurately and within established timelines, maintain organized records, and communicate information clearly.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED