Office Support Specialist

Aroostook Home Health Services • Caribou, ME

3d

About The Position

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

The position supports agency departments and management, including the scheduling team, and helps maintain a professional, welcoming, and service-oriented office environment. The specialist is expected to complete assigned tasks accurately and on time, communicate clearly, work dependably with others, and consistently follow agency policies and applicable privacy requirements.

Requirements

• High school diploma or equivalent preferred.
• Previous administrative, clerical, customer service, or office experience preferred.
• 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.
• Demonstrated professionalism, reliability, discretion, and respect for confidentiality.
• Ability to work in a typical office environment, sit for extended periods, and regularly use a computer and telephone.
• Ability to organize, retrieve, and manage office documents and supplies.

Nice To Haves

• Experience in a home health, healthcare, or human services setting is an asset.

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 updates, data entry, and related administrative tasks.
• Communicate schedule changes, cancellations, and staffing updates to appropriate personnel, and contact caregivers regarding shift coverage and availability as needed.
• 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; assist with employee paperwork and other administrative records as assigned.
• 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.
• Follow procedures for documenting and communicating important information, and handle, store, and share records appropriately.
• Maintain confidentiality of client, employee, and agency information; follow agency policies and applicable HIPAA privacy and security requirements.
• Promptly report potential privacy breaches or other concerns to management, complete required training, and comply with applicable agency and regulatory requirements.
• Maintain a professional, welcoming, and service-oriented office environment.

What This Job Offers

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