Admin Assistant

Home Instead; Charlottesville (VA); On-site; USD 32,000 - 46,000; Full time

Job summary

Home Instead in Charlottesville, VA is seeking an Administrative Assistant to perform a range of clerical duties, answer phones, greet visitors, and support CARE Pros and administrative staff. The role involves record-keeping in WellSky, SCAN 123, and OneDrive, invoicing, payroll checklists, and helping with HR tasks and newsletters.

The successful candidate will have a high school diploma, one year of related experience, and a valid driver's license, with strong communication skills and the

Qualifications

• High school graduation or the equivalent.
• One year of related business experience or an equivalent combination of education and work experience may be considered.
• Must possess a valid drivers license.
• Must possess excellent oral and written communication and the ability to listen effectively.

Responsibilities

• Reflect the core values of Asilinge, LLC, (d.b.a. an independently owned and operated Home Instead franchise)
• Greet and welcome each visitor in a friendly, warm and professional manner
• Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members
• Provider franchise owner with administrative support
• Capture and reconcile CG intro checklists for payroll
• Submit client Invoices with Care notes bi-monthly to long term insurance companies
• Support Human Resource team with Care Pro Engagement
• Send upcoming Care Pro anniversaries to HR Manager for Newsletter cued before the 10th of the month
• Help coordinate Caregiver of the Month celebration with certificate
• Do a short phone interview or email with the Care Pro of the Month for Newsletter and send a photo
• Calculate Care Pro PTO each month for anniversaries and give to HR Manager
• Ensure onboarding tasks are completed for new staff
• Enter and maintain accurate client and CARE Pro records in WellSky, SCAN 123, and OneDrive
• Communicate client and CARE Pro concerns to owner or staff
• Prepare and mail sympathy cards for clients and caregivers
• Collect staff AMEX receipts and email statements to bookkeeper
• HR: file remaining paper CP files when deactivated
• Enter deactivation dates in Vanguard for deactivated Care Pros
• Act as back up for VSP background checks
• For Client Care Coordinator: file Comp HH Care notes
• For Client Care Coordinators: keep Consult Folders stocked
• For Nurse: file Personal Care Files
• For Operations: Liaison with cleaning company
• For Operations: Liaison with InTouch Telecom for phones and IT
• For Operations: Maintain office equipment inventory and order equipment
• Ensure Home Instead Senior standards are met and upheld
• Maintain regular attendance at the office to execute job responsibilities
• Demonstrate open and effective communication with owner, colleagues and CARE Pros
• Order and stock office supplies
• Keep postage and credit card meters loaded and coordinate repairs
• Mail monthly birthday cards for clients, caregivers, and staff
• Perform any other necessary functions
• 100% of calls answered by 2nd ring
• 100% of calls on hold 30 seconds or less

Skills

Communication skills

Phone etiquette

Organizational skills

Customer service

Microsoft Word

Microsoft Excel

Confidentiality

Independent worker

Education

High school diploma or equivalent

1 year related business experience

Valid drivers license

Tools

WellSky

SCAN 123

Microsoft OneDrive

Job description

Objective:

The Administrative Assistant is expected to perform a variety of clerical and administrative duties that support CARE Pros, clients and administrative staff. The Administrative Assistant is expected to answer phones, complete administrative duties and support CARE Pros and other staff members with clerical tasks in order to provide the highest quality service to CARE Pros and clients.

Primary Responsibilities:

• Reflect the core values of Asilinge, LLC, (d.b.a. an independently owned and operated Home Instead Senior Care franchise)


• Greet and welcome each visitor in a friendly, warm and professional manner


• Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members


• Provider franchise owner with administrative support


• Capture and reconcile CG intro checklists for payroll


• Submit client Invoices with Care notes bi-monthly to long term insurance companies


• Support Human Resource team will all aspects of Care Pro Engagement, including but not limited to:


• Send a list of upcoming Care Pro anniversaries to the HR Manager for them to have in cue for the Care Pro Companion Newsletter going out usually before the 10th of the month.


• Help coordinate Caregiver of the Month celebration with certificate


• Do a short phone interview or email with the Care Pro of the Month to give to the HR Manager to use in the Newsletter, plus send them a clean photo of the Care Pro (not from WellSky)


• Calculate Care Pro PTO each month for Care Pros having anniversaries and give to HR Manager


• Ensure that all onboarding tasks are completed for new staff members


• Enter and maintain accurate client and CARE Pro records in the operating systems: WellSky, SCAN 123, and Microsoft One Drive.


• Communicate client and CARE Pro concerns or problems with owner or other staff members as appropriate


• Prepare and mail sympathy cards for clients and caregivers


• Collect staff AMEX receipts and email statement pages to bookkeeper


• HR: file any remaining paper files for CPs with paper files when they get deactivated

Enter deactivation dates I Vanguard when Care Pros are deactivated

• Act as back up for VSP background checks


• For Client Care Coordinator: file Comp HH Care notes


• For Client Care Coordinators: keep Consult Folders stocked


• For Nurse: file Personal Care Files


• For Operations: Liaison with cleaning company


• For Operations: Liaison with InTouch Telecom for phones and IT for computer and network issues


• For Operations: Maintain office equipment inventory and order necessary equipment


• Ensure Home Instead Senior standards are met and upheld


• Maintain regular attendance at the office to execute job responsibilities


• Demonstrate open and effective communication with owner, colleagues and CARE Pros

Secondary Responsibilities:

• Order and stock office supplies


• Keep postage on the meter loaded, credit card and copy machine, and is liaison for equipment repairs as needed


• Mail out monthly birthday cards for clients, caregivers, and office staff-- to arrive on or before the birthday date


• Perform any and all other functions deemed necessary

Critical Numbers:

• 100% of calls answered by 2nd ring


• 100% of calls on hold 30 seconds or less

Education/Experience Requirements:

• High school graduation or the equivalent


• One year of related business experience or an equivalent combination of education and work experience may be considered


• Must possess a valid driver's license

Knowledge, Skills and Abilities:

• Must have an understanding of and uphold the policies and procedures established by Asilinge, LLC, (d.b.a. an independently owned and operated Home Instead franchise)


• Must demonstrate excellent oral and written communication skills and the ability to listen effectively


• Must have the ability to work independently, maintain confidentiality of information and meet deadlines


• Must have knowledge of the senior care industry


• Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills


• Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures


• Must have the ability to organize and prioritize daily, monthly and yearly work


• Must be able to establish good working relationships with management, colleagues, franchise owners and their staff


• Must have the ability to sit at a desk and listen effectively for long periods of time on the telephone


• Must present a professional appearance and demeanor


• Must be able to operate office equipment


• Must be patient and congenial on the telephone


• Must have computer skills and be proficient in Word and Excel


• Must be able to work evenings or weekends as required


• Must be able to perform duties in a professional office setting