Administrartive Assitant /Operations Specialist

Nurta HHC staffing; Lynn (MA); On-site; USD 40,000 - 50,000; Full time

Job summary

A healthcare staffing agency located in Lynn, Massachusetts, is seeking an Administrative Assistant / Operations Specialist. This role involves providing exceptional customer service, managing payroll activities, and assisting with caregiver onboarding and scheduling. Ideal applicants will have advanced Excel skills and at least one year of office experience. Responsibilities include processing invoices, maintaining personnel files, and ensuring compliance with health-related requirements. This position requires strong organizational and communication skills.

Qualifications

• Payroll and/or human resources experience preferred.
• Experience in private duty, staffing, home care, or healthcare company preferred.
• Ability to remain calm and professional in stressful situations.

Responsibilities

• Provide top-level customer service to clients.
• Process invoices and manage office supply orders.
• Audit weekly payroll reports and make payroll adjustments.
• Coordinate caregiver onboarding and maintain personnel files.
• Maintain an accurate contact list of all active caregivers.

Skills

Advanced Microsoft Excel skills

Effective problem-solving and conflict resolution

Excellent organization and communication skills

Time Management

Education

One (1) year of general office experience

Job description

About the job Administrative Assistant / Operations Specialist

Position Overview

We are looking Operations Specialist and administrative assistant.

The Operations Specialist is responsible for providing top-level customer service to internal and external clients as it relates to the branch location’s clinical operational support activities.

Essential Job Functions

Office Support Activities

• Scanning and/or filing of documentation and records
• Assist in answering incoming calls and ensuring accurate messages are taken and given to the appropriate staff member
• Mail distribution to the appropriate staff members or department
• Process invoices according to branch location guidelines
• Office supply orders
• Perform special projects as needed

Payroll Activities

• Weekly time sheets entries for caregiver staff visits which generate billing
• Audit weekly payroll reports and make timely payroll adjustments when necessary
• Process and close payroll each week according to guidelines
• Prepare and ensure timesheets and nursing notes for the corporate billing department are processed according to guidelines
• Prepare and maintain payroll files
• Review and audit weekly net profit reports and communicate discrepancies to management in a timely manner
• Be primary point of contact for location caregiver payroll inquiries
• Establish an open line of communication and positive relationship with the Corporate Payroll department
• Assist with caregiver onboarding activities; may be asked to assist with recruiting activities
• Ensuring all caregiver personnel files are secure, accurate, and complete
• Verification and maintenance of caregiver credentials (licenses and certifications)
• Creating and providing monthly evaluation and skills report to Director(s)
• Coordinate with Corporate Risk Management and Leave of Absence Specialists on all worker compensation claims and return to work coordination activities
• Coordinate with People Services on all unemployment claims
• Be the primary point of contact for caregiver questions relating to company benefits, policies, procedures, education

Caregiver Coordination Activities

• Establish and maintain an orientation schedule for caregiver staff
• Maintain an accurate and up-to-date contact list of all active caregivers, including mailing log
• Review and confirm weekly schedules according to branch location guidelines
• Mail monthly schedule to patient’s home each month according to branch location guidelines

Requirements

Preferences

• Payroll and/or human resources experience (preferred not required)
• Private duty, Staffing, home care or health care company experience (preferred not required)
• Advanced Microsoft Excel skills
• One (1) year of general office experience

Other Skills/Abilities

• Must maintain company and employee confidentiality at all times
• Must maintain professional boundaries at all times
• Ability to remain calm and professional in stressful situations
• Time Management
• Effective problem-solving and conflict resolution
• Excellent organization and communication skills

Physical Requirements

• Must be able to speak, write, read and understand English
• Occasional lifting, caring, pushing and pulling of up to 25 pounds
• Must be able to lift 50 pounds
• Prolonged walking, standing, bending, kneeling, reaching, twisting
• Must be able to sit and climb stairs
• Must have visual and hearing acuity
• Performs duties in an office environment during agency operating hours
• Must be able to function in a wide variety of environments which may involve exposure to allergens and other various conditions

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

As an employer accepting Medicare and Medicaid funds, employees must comply with all health‑related requirements in all relevant jurisdictions, including required vaccinations and testing, subject to exemptions for medical or religious reasons as appropriate.