Office Assistant (Clerk)

Job Description

Job Description

Job description

Active Staffing Resource, Inc. is seeking a dependable, organized, and proactive Office Assistant (Clerk) to assist with the day-to-day administrative and operational needs of our healthcare staffing agency.

This position requires someone who is comfortable working independently, has strong computer and critical-thinking skills, and can recognize what needs attention without constant supervision. The ideal candidate is detail-oriented, professional, resourceful, and able to follow assignments through to completion.

Responsibilities

Reception and Communication

• Answers, screens, and routes incoming telephone calls promptly and professionally; takes accurate messages and delivers them to the appropriate party.

• Greets employees, field staff, applicants, clients, vendors, and visitors; directs them to the appropriate staff member and maintains the visitor sign-in log.

• Monitors general company email and voicemail boxes and forwards items to the responsible department or supervisor within established timeframes.

• Refers all clinical questions, complaints, incident reports, and licensure or scope-of-practice inquiries directly to the Director of Nursing or Administrator without offering interpretation or advice.

Documents, Filing, and Recordkeeping

• Maintains organized physical and electronic filing systems for personnel, contractor, client, and administrative records in accordance with company policy and applicable retention requirements.

• Files, scans, indexes, retrieves, and copies documents; ensures documents are filed in the correct record and that no record leaves the office without authorization.

• Assists with assembly of employee and contractor files, including collecting, logging, and tracking required onboarding documents, licenses, certifications, and clearances as directed.

• Tracks expiration dates for licenses, certifications, physicals, and required screenings using company tracking tools, and notifies the Director of Nursing and Administrator of upcoming or lapsed items.

• Prepares files for audit, survey, or client review as directed, and returns all records to the designated secure storage at the close of each business day.

Clerical and Administrative Support

• Prepares, formats, proofreads, and distributes correspondence, memoranda, forms, schedules, logs, and reports using word processing, spreadsheet, and presentation software.

• Processes incoming and outgoing mail, faxes, courier deliveries, and shipments; date-stamps and distributes items to the appropriate recipient.

• Maintains office calendars, schedules meetings and interviews, prepares meeting materials, and records and distributes meeting minutes as assigned.

• Enters and updates data in company systems and databases with accuracy, and performs verification checks to identify and correct discrepancies.

• Assists with preparation of orientation packets, training sign-in sheets, competency materials, and in-service documentation.

Office Operations

• Monitors office and breakroom supply inventory, prepares supply requisitions, and receives and stocks deliveries.

• Coordinates service requests for office equipment, including copiers, printers, telephones, and postage equipment, and reports facility or equipment issues to the supervisor.

• Maintains the reception, file, and common areas in a neat, orderly, safe, and professional condition.

Compliance and Confidentiality

• Safeguards the confidentiality of all employee, contractor, applicant, client, and patient information in accordance with HIPAA, company policy, and signed confidentiality agreements.

• Follows all company policies and procedures, safety practices, emergency procedures, and infection control precautions applicable to the office setting.

• Reports any suspected breach of confidentiality, policy violation, safety hazard, or workplace injury to the supervisor immediately.

• Records all hours worked accurately, takes meal and rest periods as scheduled, and obtains supervisor approval in advance of working any overtime.

• Completes all assigned orientation, annual, and in-service training within required timeframes.

Preferred Experience

Experience in healthcare staffing, nurse staffing, healthcare administration, medical offices, credentialing, human resources, payroll, billing, accounting support, or related business operations is preferred.

What We Are Looking For

We are seeking someone who does more than wait for the next assignment. The right candidate will recognize what needs to be done, follow up on outstanding items, identify potential problems, communicate effectively, and help keep the office organized and operating efficiently.

Active Staffing Resource, Inc. is an established healthcare staffing agency founded in 2003 by a Registered Nurse. We connect qualified nursing professionals with healthcare organizations throughout California, providing reliable per diem, temporary, and travel staffing solutions. As a nurse-founded, Women-Owned and Joint Commission-certified organization, we are committed to quality, professionalism, teamwork, and responsive service. We value employees who demonstrate initiative, accountability, and a commitment to supporting healthcare professionals and the organizations we serve.

Company Description

Active Staffing Resource, Inc. is an established healthcare staffing agency founded in 2003 by a Registered Nurse. We connect qualified nursing professionals with healthcare organizations throughout California, providing reliable per diem, temporary, and travel staffing solutions. As a nurse-founded, Women-Owned and Joint Commission-certified organization, we are committed to quality, professionalism, teamwork, and responsive service. We value employees who demonstrate initiative, accountability, and a commitment to supporting healthcare professionals and the organizations we serve.