Administrative Specialist

Administrative Specialist

The Administrative Specialist supports the day-to-day operations of a non-skilled homecare branch by performing a variety of administrative and clerical tasks. This role is essential in ensuring the smooth functioning of the branch office, supporting staff and clients, and maintaining an organized and efficient work environment.

We are seeking an Administrative Specialist who is bilingual in Spanish and English.

This is a full-time in-office position, Monday-Friday 8AM-4:30PM.

Responsibilities

Administrative Support: Provide administrative support to the Branch Manager and other staff members as needed. Answer and direct phone calls, emails, and other correspondence, ensuring prompt and professional communication. Greet visitors and clients, providing excellent customer service and addressing inquiries. Manage office supplies and inventory, ordering and restocking items as necessary. Maintain an organized and tidy office environment, ensuring all areas are presentable and functional.

Record Keeping and Documentation: Prepare and maintain accurate and up-to-date records, including client files, caregiver records, and branch documentation. Assist with the preparation of reports, presentations, and other documents as requested. Ensure compliance with company policies and procedures related to documentation and record-keeping. Handle confidential information with discretion and maintain data privacy standards.

Scheduling and Coordination: Support the scheduling and coordination of caregiver assignments, ensuring all shifts are covered. Assist in the coordination of client care plans and ensure all necessary documentation is completed and accurate. Help manage calendars and schedules for branch staff, arranging meetings and appointments as needed.

Financial and Billing Support: Assist with basic bookkeeping tasks, including processing invoices, tracking expenses, and reconciling accounts. Support the billing process by preparing and sending invoices to clients, and following up on outstanding payments. Maintain accurate financial records and assist with financial reporting as needed.

Team Collaboration: Work closely with the Client Care Manager, Branch Manager, and other team members to support branch operations. Participate in team meetings and training sessions to stay informed about company updates and best practices. Foster a positive and collaborative work environment, promoting teamwork and effective communication among staff.

Qualifications:

High school diploma or equivalent; Associate's degree in Business Administration or a related field preferred. Minimum of 2-3 years of administrative experience, preferably in a healthcare or homecare setting. Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities effectively. Excellent interpersonal and communication skills, with the ability to build and maintain relationships with clients, caregivers, and staff. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant technology. Ability to work independently and as part of a team, demonstrating flexibility and adaptability in a dynamic environment. Strong problem-solving skills and attention to detail.

Key Competencies: Administrative support Record keeping and documentation Scheduling and coordination Financial and billing support Communication and interpersonal skills Organizational and time-management skills Problem-solving and attention to detail