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The Administrative/Human Resource Assistant is primarily responsible for assisting with day-to-day administrative tasks, completing human resource employee paperwork and processes, and managing all departments, including organizing and maintaining the policies and procedures and preparing and maintaining the contracts for the agency in an organized manner. She/He will also assist with scheduling, client care, caregiver recruitment, and retention. In addition to these duties, the Administrative/Human Resource Assistant will assist with handling inbound calls, greeting walk-ins, including fellow employees and new hire applicants, organization of office products, and orientation packets. Our ideal candidate will enjoy the challenge of wearing multiple hats.

The Administrative/Human Resource Assistant reports directly to the Manager.

Duties and Responsibilities

Coordinates applicants inquiries

  • Responds to caregiver inquiries
  • Call caregivers; review position and schedule interviews
  • Document and track inquiries, interviews, and no-shows
  • Interviews caregivers

Reviews completed application

  • Ensures that new hires read and sign a non-compete agreement
  • Reviews position description
  • Conducts interview

Completes the Following after an Interview

  • Check references (2)
  • Conduct employment verification (1)
  • Schedule employees for orientation (do all of this on Outlook and e-mail information to the internal attendee to save time—there should be four to six individuals in an orientation group with a three-hour block)

Conducts New-Hire Orientation

  • Reviews new-hire orientation packet
    • Reviews new-hire paperwork and verify:
    • State and federal taxes
    • I-9 form
    • Two forms of identification
    • Copies of CPR, First Aid, TB, and Class Once Clearance Card
    • Training Checklist
    • Hepatitis B Refusal
    • Payroll Procedures

Completes the Following after Orientation

  • Take pictures for identification badges (include name, picture, office information)
  • Organize new hire paperwork
    • State and federal taxes
    • I-9 form
    • Two forms of identification
    • Copies of CPR, First Aid, TB, and NCIC Report (National Crime and Information Center/Fingerprint card goes into
    • the Scheduling Software Database
    • Training Checklist
    • Payroll Procedures
  • Create employee file
  • Complete I-9 form

Conducts State Agency Reporting and Background Checks For Newly-Hired Employees

  • Report new hires to state new-hire reporting
  • Process background checks

Inputs Caregiver Information into the Scheduling Software Database

  • Document all interactions with caregivers
  • Document caregiver absences and breach of company policies
  • Document caregiver accomplishments

Manages scheduling activities into the Scheduling Software

  • Match right caregiver resources to each client’s specific needs
  • Manage scheduling activities, including replacement and substitute caregivers
  • Focus on client retention and quality of care
  • Provide advice and counsel to client, family, and caregiver to provide an exceptional home care experience
  • Assist with caregiver mentoring and coaching
  • Implement company culture, values, and policy
  • Maintain records to meet state, federal and internal quality and compliance standards
  • Earn additional compensation by participating in after-hours “on-call” rotation

Conducts Weekly Reporting

  • Track number of interviews, orientations, new hires, employees not working, and terminated employees
  • Track caregiver’s start dates and anniversaries for evaluations and raises

Processes Employee Changes

  • Document employee changes in employee file and in a scheduling software database

Maintains Files

  • Track certification for expirations
  • Notify caregivers of expired certifications

Coordinates clients services

  • Coordinate initiation of client services
  • Schedule existing clients with their caregivers at least 3 weeks in advance
  • Verify clients receive their scheduled services by a caregiver unless the client asks to cancel services
  • Contact the nurse and the manager when a sentinel event occurs
  • Participate in orientation, periodic training, or services and attend all mandatory staff
    meeting

Required Skills

  • Ability to multi-task
  • Excellent time management and organizational skills
  • Work closely with other team members.
  • Maintain a professional office environment and promote a positive image for the company
  • Strong written and verbal communication skills
  • Strong skills in Microsoft Word, Google Apps, and internet search engines
  • Operate standard office equipment efficiently

Preferred Qualifications

  • Home care or Home health agency experience preferred, but not required
  • Two years of college or business school and/or equivalent experience and training preferred recruiting or scheduling experience
  • Must be willing to participate in on-call after-hours telephone rotation (this includes weekends and holidays), answering phones, managing inquiries, and assisting with scheduling issues on a rotation with another office personal

Hours

  • Full time 9 am-6 pm Monday through Friday

Benefits

  • Bi-Weekly pay with direct deposit
  • 2 weeks paid vacation/PTO
  • Health Insurance Coverage Available
  • Worker Compensation Insurance
  • Continuing training
  • Referral programs
  • On-going training and educational opportunities