Care Operations Administrative 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

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