Operations Specialist

Position Overview

We are seeking a highly organized and customer-focused Operations Specialist to support the day-to-day clinical and administrative operations of our branch location. In this role, you will serve as a key resource for caregivers, leadership, and corporate teams by ensuring smooth payroll processing, personnel coordination, scheduling support, and office operations.

The ideal candidate thrives in a fast-paced environment, enjoys problem-solving, and is passionate about delivering exceptional internal and external customer service.

Key Responsibilities

Payroll & Administrative Support

• Accurately enter weekly caregiver visit timesheets to support payroll and billing processes
  
  
• Audit payroll reports and process timely adjustments as needed
  
  
• Process and finalize weekly payroll in accordance with company guidelines
  
  
• Prepare and maintain payroll records and supporting documentation
  
  
• Ensure timesheets and nursing documentation are submitted accurately for corporate billing
  
  
• Review weekly financial and net profit reports, escalating discrepancies promptly
  
  
• Serve as the primary point of contact for caregiver payroll questions and support
  
  
• Build and maintain strong working relationships with the Corporate Payroll team
  
  

Caregiver & Personnel Coordination

• Assist with caregiver onboarding and orientation activities
  
  
• Support recruiting efforts as needed
  
  
• Maintain secure, accurate, and up-to-date employee personnel files
  
  
• Monitor and verify caregiver licenses, certifications, and credentials
  
  
• Prepare monthly evaluations and skills tracking reports for leadership
  
  
• Partner with Risk Management and Leave of Absence teams on workers compensation and return-to-work coordination
  
  
• Assist with unemployment claims in partnership with People Services
  
  
• Provide guidance to caregivers regarding benefits, policies, procedures, and educational resources
  
  

Scheduling & Caregiver Support

• Coordinate orientation schedules for new caregivers
  
  
• Maintain accurate caregiver contact information and communication records
  
  
• Review and verify weekly schedules according to branch guidelines
  
  
• Distribute monthly patient schedules in a timely manner
  
  

Office Operations

• Scan, file, and maintain important records and documentation
  
  
• Assist with incoming calls and route messages appropriately
  
  
• Sort and distribute incoming mail
  
  
• Process invoices and support general office administration
  
  
• Order and maintain office supplies
  
  
• Support special projects and operational initiatives as needed
  
  

Qualifications

Required

• High school diploma or GED
  
  
• Strong typing and computer skills
  
  
• Proficiency with Microsoft Office applications
  
  
• Excellent organizational and communication skills
  
  
• Strong attention to detail and ability to multitask effectively
  
  

Preferred

• Experience in payroll, human resources, or office administration
  
  
• Home care, healthcare, or private duty industry experience
  
  
• Advanced Microsoft Excel skills
  
  
• Two (2) years of general office experience
  
  

Skills & Competencies

• Professionalism and confidentiality
  
  
• Strong customer service mindset
  
  
• Effective time management and prioritization
  
  
• Problem-solving and conflict resolution abilities
  
  
• Ability to remain calm and professional in fast-paced or stressful situations
  
  
• Ability to build positive working relationships across teams
  
  

Physical Requirements

• Ability to communicate effectively in English, both verbally and in writing
  
  
• Ability to sit, stand, walk, bend, kneel, and climb stairs as needed
  
  
• Occasional lifting, carrying, pushing, or pulling up to 25 pounds
  
  
• Visual and hearing acuity required for daily job functions
  
  

Work Environment

This role is primarily based in an office setting with occasional field visits during agency operating hours. Team members should be comfortable working in a variety of environments and conditions.

Additional Information

This job description is intended to provide a general overview of the position and may be modified at any time to meet business needs.

As an employer participating in Medicare and Medicaid programs, employees must comply with all applicable health and safety requirements, including vaccination and testing policies, subject to approved medical or religious accommodations.