Administrative Assistant

The Administrative Assistant is expected to perform a variety of clerical and administrative duties. The Administrative Assistant is expected to answer phones, complete administrative duties, and assist and support other staff members with clerical tasks, in order to provide the highest quality service to clients.

Primary Responsibilities:

The primary responsibility of the Administrative Assistant is to provide the highest quality of service to clients at all times, according to Home Instead Senior Care standards and policies. The following are the primary functions of this position:

• Answer each incoming call in a friendly, professional, and knowledgeable manner.
• Greet all visitors including prospective CAREGivers and clients in a friendly manner.
• Open mail, sort, deliver.
• Make reminder calls on overdue AR accounts. Submit to collections as necessary.
• Process credit card charges for clients via terminal.
• Prepare and make bank deposits as necessary.
• Submit CAREGiver logs for billing purposes, as necessary.
• Assist with processing, stuffing and mailing client invoices and CAREGiver payroll.
• Enter new CAREGivers and maintain existing CAREGivers in BOSS system.
• Maintain separation records and correspondence for Pay Plus and EDD.
• Make daily back ups for BOSS.
• Order and stock office supplies as needed.
• Oversee and maintain office cleaning and organization of supplies.
• Maintain supplies for postage, fax, credit card, and copy machine.
• Enter and maintain accurate CAREGiver records in BOSS.
• Complete other duties assigned.

Secondary Responsibilities:

The secondary responsibility of the Administrative Assistant is to successfully accomplish the following:

• Assist Recruitment and Retention Coordinator with making reference calls on prospective CAREGivers in a timely manner.
• Process criminal background, APS, and DMV checks.
• Assist RRC with entering new CAREGivers into BOSS system.
• Field employment inquiries from prospective CAREGivers and arrange for application process as needed.
• Assist the Staffing Coordinator with all aspects of that job description
• Participate in quarterly CAREGiver meetings.
• Participate in corporate events, such as Alzheimer’s walk, Santa to a Senior, and other community based events.
• Assist CSR to enter Networking visits in BOSS.

Talents/Skills Required:

This position must have an understanding of the policies and procedures established by Home Instead Senior Care operations. This position must demonstrate excellent oral communication skills and the ability to listen effectively. This position must have the ability to work independently, maintain confidentiality of information and meet deadlines. Proficiency in use of computer, word processing and 10-key is necessary. To be effective in this position, the following are necessary:

• Must be patient, congenial, and effective over the phone.
• Must be able to multi-task and work on several projects at once.
• Must be able to anticipate and resolve client concerns with their account.
• Must demonstrate problem-solving and troubleshooting techniques
• Must possess working knowledge of Microsoft Windows XP, as well as Word, Excel, and gmail.