Administrative Specialist

Overview:

The Administrative Specialist supports the day-to-day operations of a non-skilled homecare branch by performing a variety of administrative and clerical tasks. This role is essential in ensuring the smooth functioning of the branch office, supporting staff and clients, and maintaining an organized and efficient work environment.

 

We are seeking an Administrative Specialist who is bilingual in Spanish and English. 

 

This is a full-time in-office position, Monday-Friday 8AM-4:30PM.

 

 

Responsibilities:

Administrative Support:
Provide administrative support to the Branch Manager and other staff members as
needed.
Answer and direct phone calls, emails, and other correspondence, ensuring prompt and
professional communication.
Greet visitors and clients, providing excellent customer service and addressing inquiries.
Manage office supplies and inventory, ordering and restocking items as necessary.
Maintain an organized and tidy office environment, ensuring all areas are presentable
and functional.

Record Keeping and Documentation:

Prepare and maintain accurate and up-to-date records, including client files, caregiver
records, and branch documentation.
Assist with the preparation of reports, presentations, and other documents as requested.
Ensure compliance with company policies and procedures related to documentation and
record-keeping.
Handle confidential information with discretion and maintain data privacy standards.

Scheduling and Coordination:

Support the scheduling and coordination of caregiver assignments, ensuring all shifts
are covered.
Assist in the coordination of client care plans and ensure all necessary documentation is
completed and accurate.
Help manage calendars and schedules for branch staff, arranging meetings and
appointments as needed.

Financial and Billing Support:
Assist with basic bookkeeping tasks, including processing invoices, tracking expenses,
and reconciling accounts.
Support the billing process by preparing and sending invoices to clients, and following up
on outstanding payments.
Maintain accurate financial records and assist with financial reporting as needed.

Team Collaboration:
Work closely with the Client Care Manager, Branch Manager, and other team members
to support branch operations.
Participate in team meetings and training sessions to stay informed about company
updates and best practices.
Foster a positive and collaborative work environment, promoting teamwork and effective
communication among staff.

Qualifications:

Qualifications: 

High school diploma or equivalent; Associate’s degree in Business Administration or a
related field preferred.
Minimum of 2-3 years of administrative experience, preferably in a healthcare or
homecare setting.
Strong organizational and time-management skills, with the ability to manage multiple
tasks and priorities effectively.
Excellent interpersonal and communication skills, with the ability to build and maintain
relationships with clients, caregivers, and staff.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant
technology.
Ability to work independently and as part of a team, demonstrating flexibility and
adaptability in a dynamic environment.
Strong problem-solving skills and attention to detail.

Key Competencies:
Administrative support
Record keeping and documentation
Scheduling and coordination

Financial and billing support
Communication and interpersonal skills
Organizational and time-management skills
Problem-solving and attention to detail