Office Coordinator

WRAAA; Arkansas; On-site; USD 18,000 - 25,000; Full time

Job summary

WRAAA in Arkansas is seeking an Office Coordinator to support day-to-day operations of the local field office. You will manage phone calls, greet visitors, perform data entry, scanning, scheduling, EVV software data upkeep, and maintain client and staff files.

The role requires strong communication, organization, and computer skills, with duties spanning billing support, referrals, and records management. This is a non-exempt, admin position supporting home services teams.

Qualifications

• High school diploma with one year of general office experience.
• Experience working with the elderly is preferred.

Responsibilities

• Handle incoming calls and route to appropriate staff.
• Greet guests professionally and maintain a friendly front-desk presence.
• Perform data entry and document scanning for RN Assessor, Home Care Supervisor, and Care Manager.
• Enter electronic referrals into the database daily.
• Maintain personnel files, scheduling, PTO, and renewals.
• Compile Home Care Assistant hours and submit to regional office each pay period.
• Maintain complete client files in the appropriate software.
• Distribute daily mail to staff and maintain scheduling/EVV data.
• Respond to inquiries from providers and clients/families.
• Verify billing forms and complete required regional reports.
• Assist with DHS communications and adhere to policies.

Skills

Phone etiquette

Organizational skills

Verbal & written communication

Teamwork

Assess client needs

Office equipment operation

MS Office proficiency

Education

High school diploma

Tools

Microsoft Office

Job description

Description

Job Title

OFFICE COORDINATOR

Department Report To FLSA Status Last Modified

In Home Services Admin. of County Services Non-Exempt 4/7/2024

JOB SUMMARY

This position is responsible for assisting with the day-to-day operations and record keeping of their local field office.

DUTIES AND RESPONSIBILITIES

• Be responsible for professionally administering all incoming calls, ensuring that they are directed appropriately and timely.
• Ensure all guests are greeted in a professional, friendly manner.
• Be responsible for all office duties, which includes, but not limited to: data entry and document scanning for RN Assessor, Home Care Supervisor, and Care Manager.
• Be responsible for all electronic referral entries into the database on a daily basis.
• Maintain contact with the Home Care Assistants, respond to inquires and maintain all required paperwork. This includes, but is not limited to: personnel files, scheduling, PTO, and all required renewals.
• Responsible for comparing billing forms to time and travel, compiling Home Care Assistant’s hours and getting them to the regional office in a timely manner each pay period.
• Be responsible for maintaining complete client files including all paperwork pertaining to each client, in the appropriate software.
• Be responsible for the daily flow of mail distributing to appropriate staff.
• Be responsible for the data upkeep of scheduling and EVV software.
• Assist with responding to inquiries from service providers, and clients and/or families.
• Be responsible for checking and tracking billing forms, as assigned.
• Be responsible for completing all reports required by the regional office.
• Be responsible for DHS communications.
• Adhere to agency policies and procedures as outlined in the Employee Handbook
• Perform other duties as assigned by management.

KNOWLEDGE, SKILLS, AND ABILITIES

• Must possess excellent phone etiquette
• Ability to organize and maintain office files, records, and schedules.
• Excellent verbal and written communication skills.
• Ability to work well with others.
• Ability to assess basic client needs so that appropriate referrals may be made.
• Ability to operate general office machines.
• Proficiency in computer operations, including Microsoft Office.

QUALIFICATIONS

• High school graduate with one year experience in general office work. Interest or experience in working with the elderly preferred.

I understand the description of this job and its essential functions as given. I also understand all of the duties are not described above and I will perform those listed and other related duties as directed by my supervisor and management.

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