Office Coordinator

White River Area Agency on Aging Inc; Salem (AR); On-site; USD 17,000 - 25,000; Full time

Job summary

White River Area Agency on Aging Inc. is seeking an Office Coordinator to assist with day-to-day operations and record keeping of their local field office.

Responsibilities include managing calls, greeting guests, data entry, scanning documents for RN Assessor, Home Care Supervisor, and Care Manager. You'll also handle electronic referrals, maintain staff scheduling and paperwork, process hours, maintain client files in software, and support DHS communications while following agency policies.

Qualifications

• 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 Microsoft Office.

Responsibilities

• Professionally administer all incoming calls and direct them appropriately and timely.
• Greet all guests in a professional, friendly manner.
• Perform data entry and document scanning for RN Assessor, Home Care Supervisor, and Care Manager.
• Enter electronic referrals into the database daily.
• Maintain contact with Home Care Assistants and manage paperwork, scheduling, PTO, and renewals.
• Compile Home Care Assistants’ hours and submit them to the regional office each pay period.
• Maintain complete client files in the specified software.
• Oversee daily mail flow and distribute to staff.
• Maintain scheduling data and EVV software.
• Respond to inquiries from service providers, clients, and families.
• Check and track billing forms as assigned.
• Complete all reports required by the regional office.
• Handle DHS communications and adhere to the Employee Handbook policies.
• Perform other duties as assigned by management.

Skills

Phone etiquette

Organizational skills

Verbal and written communication

Teamwork

Client needs assessment

Office equipment operation

Education

High school diploma

Tools

Microsoft Office

Job description

OFFICE COORDINATOR

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.

_________________________________ ___________________________

Signature Date