Home Health Administrative Assistant

Ohio Living; Youngstown (OH); On-site; USD 32,000 - 45,000; Full time

Job summary

Ohio Living in Youngstown is seeking an administrative professional to join our operations support team. The role focuses on clerical duties, meeting coordination, calendar management, and providing back‑office support to executives and departments.

You will prepare memos and reports, handle travel arrangements, process invoices, and maintain accurate records in line with company standards. Strong Excel/Word skills and fast typing are essential to support a busy healthcare environment.

Qualifications

• High school diploma or equivalent required.
• Two years experience in a professional office setting in an administrative/clerical role supporting a department and/or management.
• Must be able to type a minimum of 75 words per minute.
• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet.

Responsibilities

• Provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating.
• Manages detailed calendar activity and coordinates department, committee, board, and other meetings.
• Prepares memos, letters, reports, slide presentations, handouts, flyers, etc.
• Handles daily office paperwork, invoices, and other financial paperwork, with follow‑up as needed.
• Provides technical support for meetings and presentations.

Skills

Administrative support

Calendar management

Communication skills

Microsoft Office

Data entry

Education

High school diploma or equivalent

Tools

Windows

Microsoft Office

Internet

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing! Our intention is to have employees who are passionate about making their personal mission statement come to life each day at work! Be it through providing healing, eradicating loneliness, contributing to efficiencies, streamlining processes, being dependable, sparking creativity or something else, the demonstration of HOW you do your job is just as important as WHAT you do in your job. Alongside our valued employees, we are making a difference throughout the state of Ohio in the lives of those that need healthcare or those embracing the next chapter of their lives.

Essential Activities and Tasks

Operations Support - 60%

• Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings.
• Multi-tasks as a shared support resource for multiple executives effectively anticipating and fulfilling administrative and communications support activities.
• Manages detailed calendar activity requiring interaction with internal and external executives and assistants, as well as board members, consultants, or vendors.
• Coordinates and executes department, committee, board, and other meetings including room reservations, meeting notifications, agenda development, set up, and clean up.
• Compiles, transcribes, and distributes minutes of meetings.
• Provides technical support for meetings and presentations.
• Makes travel arrangements.
• Prepares memos, letters, reports, slide presentations, handouts, flyers, etc. as requested.
• Handles collection and distribution of departmental mail and courier deliveries, then forwards and redirects when necessary.
• Takes mail to post office as needed.
• Processes daily paperwork (i.e. work orders, reports, invoices, check requests, etc.), then reviews and follows-up regarding the status of the paperwork.
• May verify physician license renewals, medical sanctions, NPI numbers, enter the information into the electronic medical records systems, and also maintain a list of the life plan community physicians.
• Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.
• Adheres to the records management system policy and procedures for the department and ensures departmental staff does the same.
• Operates within the standard company practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Financial, Assets, and Materials Management - 20%

• Processes check requests and pays invoices and expenses.
• Collects forms from new vendors used to add them to the accounting system.
• Monitors departmental expenses placed on credit cards and P-cards.
• Records budgetary expense information.
• May develop and maintain a system for purchasing office supplies for the department.
• May assign purchase order (PO) numbers to PO request, notify staff of the PO status, make PO adjustments, as necessary, and file paperwork appropriately, if applicable.
• May review and process pay applications, distribute copies, and save in job folders.
• Provides technical support for meetings and presentations.
• Prepares resident charges and reviews for accuracy a file that is uploaded to the Corporate Accounts Receivable Department once a month, if supporting a life plan community.
• May assist the Corporate Accounts Receivable Department with resident communications regarding past due charges and account status at a life plan community.

Customer Relations and Service Delivery - 20%

• Helps with board, staff, resident, and/or patient events as requested.
• Supports the leadership team’s day-to-day relationships by interfacing with board members, life plan community and home health and hospice staff, residents, patients, and family members as a key administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner.
• Reviews and responds to compliments, complaints, and grievances from residents, patients, staff members, and other constituents as directed by the supervisor.
• May fill in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors.
• All other duties as assigned.

Qualifications

Education

High school diploma or equivalent required.

Experience

Two years experience in a professional office setting in an administrative/clerical role supporting a department and/or management. Must be able to type a minimum of 75 words per minute. Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet.

Other Requirements

Must be able to read, write, speak, and understand the English language.

Working Conditions and Special Requirements

Sitting - Up to 8 hours/day Standing - Up to 3 hours/day Walking - Up to 2 hours/day Lifting, pushing, pulling, and moving equipment, supplies, etc. - Up to 50 pounds Risk Category for Exposure to Bloodborne Diseases - III

Across our 11 life plan communities, we offer a range of options from independent living apartments and villas to specialized memory care and everything in between.

Whether it's a helping hand or skilled nursing care, we're here to provide support at every stage of life's journey.

But our commitment doesn't stop at our doorstep.

Between Ohio Living Home Health & Hospice and Ohio Living Palliative Medicine, we extend our care to over 10 million Ohioans in the 43 counties we serve.

We also offer provider-owned physician and nurse practitioner services, a Medicare Advantage plan, and pharmacy services — because health and wellness go hand in hand.

The Ohio Living Foundation raises millions of dollars each year to support the people and programs of Ohio Living.

From charity care to special programs and beyond, they’re dedicated to making a difference in the lives of those we serve and ensuring that no one is left behind.

At Ohio Living, our mission is that heart of all we do.

For over 100 years, it has been our promise to care, to support, and to enrich the lives of our residents and communities.