Office Assistant

Experience Required

yes

Minimum Education Required

GED

Training Required/Provided

PROVIDED

Expected Start Date

07/20/2026

Compensation

$19.00 - $20.00 / Hourly

Hours Per Week

25

Number Of Positions

1

Shift

First Shift (Day)

Job Description

Key Responsibilities

FRONT DESK & OFFICE OPERATIONS

• Serve as the first point of contact for all incoming calls, emails, and walk-in visitors — greeting clients, caregivers, families, and vendors with professionalism and warmth

• Answer and route a multi-line phone system; take accurate messages and ensure timely follow-up

• Manage the office reception area and ensure it is clean, organized, and welcoming at all times

• Sort, distribute, and track all incoming and outgoing mail, packages, and courier deliveries

• Maintain the agency’s supply inventory; monitor stock levels and submit purchase requests for office supplies, forms, and equipment

• Coordinate office equipment maintenance and report malfunctions to the administrator

• Manage the agency’s master appointment calendar for staff, clients, and supervisory visits

ADMINISTRATIVE SUPPORT

• Provide direct administrative support to the Administrator, Director of Nursing, and Compliance Officer

• Prepare, format, and distribute internal correspondence, memos, reports, and letters

• Maintain accurate and up-to-date client and employee files in compliance with NJ DOH regulations and HIPAA

• Assist with data entry into the agency’s Sling scheduling software and electronic health records systems

• Scan, copy, file, and retrieve documents from both physical and digital filing systems

• Support billing and financial operations by processing timesheets, tracking authorizations, and preparing documentation for submission

• Assist with Medicaid and insurance verifications, prior authorization requests, and service agreements

• Draft routine correspondence in both English and Spanish as directed

• Prepare intake packets, orientation materials, and caregiver personnel files

CLIENT SERVICES & INTAKE SUPPORT

• Assist with new client intake by collecting required documentation, completing intake forms, and updating records in agency systems

• Communicate professionally with clients and family members in English and Spanish to address service questions, schedule changes, and general inquiries

• Follow up with clients on satisfaction, service concerns, and documentation requirements under the direction of the Administrator

• Coordinate and confirm supervisory and nursing visits with clients and caregivers

• Maintain and update client emergency contact information, Plan of Care documents, and service schedules

• Assist in processing client discharges, service terminations, and re-admissions per agency policy

• Route client complaints or clinical concerns immediately to the supervising RN or Administrator

HUMAN RESOURCES & CAREGIVER SUPPORT

• Coordinate caregiver recruitment activities including posting open positions, collecting applications, and scheduling interviews

• Process new caregiver hire paperwork including employment applications, I-9 verification, background check submissions, and reference checks

• Maintain complete and current caregiver personnel files containing all credentialing documents required by NJ DOH (N.J.A.C. 8:42D), including CHHA certification, TB test, physical examination, and in-service training records

• Track and follow up on expiring certifications, physicals, TB tests, CPR cards, and annual in-service training deadlines

• Assist with caregiver onboarding and orientation scheduling in coordination with the Director of Nursing

• Process and track timesheet submissions, attendance records, and earned sick leave requests per NJ law (N.J.S.A. 34:11D-1)

• Maintain the agency’s personnel action files including disciplinary records, performance evaluations, and commendations

• Support employee separation processes including exit paperwork and final paycheck coordination

SCHEDULING & STAFFING SUPPORT

• Assist the scheduling coordinator with daily caregiver shift confirmations, call-out management, and last-minute coverage needs

• Enter and update caregiver assignments and client schedules in the agency’s scheduling platform

• Communicate schedule changes to caregivers and clients promptly and professionally in both English and Spanish

• Maintain the caregiver on-call contact list and distribute updated schedules to all relevant staff

• Assist in coordinating caregiver-client matches based on availability, skill, geography, and compatibility

• Track caregiver visit confirmations and flag missed visits or late clock-ins to the supervisor immediately

COMPLIANCE, CONFIDENTIALITY & HIPAA

• Handle all client and employee information with strict confidentiality in compliance with HIPAA (45 C.F.R. Parts 160 & 164) and NJ DOH regulations

• Access client protected health information (PHI) only on a need-to-know basis as required by your job duties (Minimum Necessary Standard)

• Report any suspected HIPAA breach, privacy violation, or data security incident to the Administrator immediately

• Maintain agency forms library and ensure all client and caregiver forms are current, accurate, and version-controlled

• Assist in preparing the agency for NJ DOH audits, CAHC accreditation surveys, and Medicaid reviews by organizing required documentation

• Ensure all personnel files meet NJ DOH pre-employment and ongoing compliance requirements at all times

• Support the completion and submission of required state and federal reports as directed

Place of Work

On-site

Requisition ID

RHC175

Job Type

Part Time

Application Email

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