Administrative Assistant

Aging in Place; Lancaster (OH); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

PTO

Retirement plan options

Supplemental benefits

Job summary

Aging in Place is seeking an Administrative Support Specialist to ensure smooth home care agency operations. The role supports scheduling, client care coordination, and confidential recordkeeping, acting as the first point of contact for clients, caregivers, and staff.

Responsibilities include handling communications, preparing documents, and maintaining schedules while upholding HIPAA standards. The ideal candidate combines organization, strong communication, and meticulous attention to detail

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Minimum of 2 years in an administrative support role, preferably in healthcare or home care.
• Proficient with Microsoft Office Suite and scheduling software.
• Strong organizational, multitasking, and written/verbal communication skills; detail‑oriented.

Responsibilities

• Handle administrative tasks and front desk duties.
• Manage office communications: calls, emails, and correspondence.
• Maintain client and employee records with HIPAA‑compliant confidentiality.
• Prepare documents, reports, and presentations as needed.
• Assist with data entry, filing, and scanning.
• Coordinate scheduling and track changes in scheduling software.
• Serve as liaison between clients, caregivers, and management.
• Support onboarding and training of new administrative staff.

Skills

Organizational skills

Multitasking

Communication skills

Attention to detail

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office Suite

Scheduling software

Job description

Administrative Support Specialist

Summary

Administrative Support Specialist plays a crucial role in ensuring the smooth operations of a home care agency. This position involves providing administrative assistance, managing schedules, and supporting the coordination of client care services. The specialist serves as a liaison between clients, caregivers, and management, fostering a positive and efficient environment.

Job Responsibilities

• Administrative Tasks
• Manage office communication, including phone calls, emails, and correspondence.
• Maintain accurate client and employee records in compliance with confidentiality regulations; including documenting all correspondence with clients, caregivers, case managers, etc.
• Prepare and organize documents, reports, and presentations as needed.
• Assist with data entry, making copies, filing, and scanning documents into our system.
• Maintain the front desk area to ensure a welcoming environment.
• Handle incoming and outgoing mail.
• Scheduling and Coordination
• Track call offs, visit changes, and report excessive behavior to HR personnel.
• Update and maintain scheduling software to reflect changes and availability.
• Assist in managing client intake processes, including assessments and documentation.
• Client and Caregiver Support
• Serve as the first point of contact for clients and caregivers, addressing inquiries and concerns.
• Facilitate communication between caregivers and clients to enhance service quality.
• Assist in training new administrative staff and onboarding processes.
• Greet and assist visitors, caregivers, and clients.
• Assist the Client Care Assistant with over/under/missed visit reporting
• Maintain confidentiality of all client and employee information in compliance with HIPAA regulations.
• Compliance and Quality Assurance
• Ensure adherence to agency policies and regulatory requirements.
• Assist in maintaining quality assurance programs and audits.
• Review documentation for appropriate signatures, report errors to management team daily.
• Support the agency in implementing best practices for client care and service delivery.
• Marketing/Social Media Presence
• Managing/creating material posted to Agency social media.
• Marketing material Tracking
• Uniform Tracking
• Additional duties as required.

Qualifications

Education: High school diploma or equivalent; associate degree in administration or related field preferred.

Experience: Minimum of 2 years in an administrative support role, preferably in healthcare or home care settings.

Skills:

• Proficient in Microsoft Office Suite and scheduling software.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both verbal and written.
• Attention to detail and problem‑solving capabilities.

Work Schedule

• This position requires you to work eight hours a day (8:30-5), five days a week in the office setting.
• Weekend coverage: Required at least one weekend per month.
• Standard office hours with potential for on-call responsibilities during evenings and weekends.

Compensation

• Compensation for this position based on experience
• PTO
• Supplemental benefits offered
• Retirement plan options.