Office Assistant

Office Assistant – Full-Time, In-Office

Senior Helpers Maine LLC – Bangor, Maine

Pay: $21.00 per hour Payroll: Weekly Schedule: Monday through Friday Position: Full-time, in-office

Eligible full-time employees may receive:

• Health insurance/Benefits
• Paid Time Off (PTO)
• Maine Paid Family and Medical Leave benefits and federal FMLA, when applicable
• Paid orientation and job-specific training
• Paid required in-service education
• Ongoing professional development opportunities

Senior Helpers Maine LLC is seeking a reliable, organized, and detail-oriented Office Assistant to support daily agency operations through professional communication, scheduling, documentation, and general office coordination. The ideal candidate is dependable, responsive, accurate, and comfortable working in a fast-paced healthcare environment while maintaining strict confidentiality. Able to keep work area organized and presentable.

Primary Responsibilities

• Answer and direct incoming phone calls professionally and promptly
• Review and respond to emails, text messages, voicemails, and AxisCare messages
• Assist with caregiver scheduling, shift coordination, and communication with staff, patients, and family members
• Monitor AxisCare for missed visits, late clock-ins, and incomplete visit entries
• Follow up with caregivers regarding late arrivals, call-outs, and missed shifts
• Document attendance concerns in visit memos or internal notes
• Notify patients or responsible parties of delays, absences, or scheduling changes
• Send and receive secure emails and faxes, including medical records and physician communications
• Complete data entry and maintain accurate electronic and paper records
• Prepare, print, scan, organize, file, and mail agency documents
• Assist with maintaining patient charts, employee files, and office records
• Organize office supplies, PPE, forms, and patient materials
• Review and complete assigned RingCentral tasks
• Review the next-day schedule for open shifts, conflicts, and coverage concerns
• Assist the Administrator and Director of Nursing with audits, compliance activities, special projects, and general office duties
• Maintain HIPAA compliance and protect confidential patient, employee, and agency information

Qualifications

• High school diploma or equivalent required
• Previous office, administrative, scheduling, or customer service experience preferred
• Healthcare or home care office experience preferred, but not required
• Strong verbal and written communication skills
• Professional phone and email etiquette
• Excellent organization, attention to detail, and time-management skills
• Ability to prioritize tasks and manage multiple responsibilities
• Comfortable using computers, email, fax systems, text messaging, and office technology
• AxisCare or similar healthcare scheduling experience preferred
• Dependable, proactive, respectful, and able to work effectively as part of a team
• Must maintain strict confidentiality and use sound judgment when handling sensitive information

Work Environment

This is a full-time, in-office position located at the Senior Helpers Maine LLC office in Bangor, Maine. The Office Assistant reports to the Company Administrator and Director of Nursing and works collaboratively with finance, payroll, nursing, scheduling, and direct-care staff.

The employee must be able to sit or stand for extended periods, use a computer and telephone, operate office equipment, organize files, and occasionally lift or carry office supplies and materials of reasonable weight.

Employment is contingent upon satisfactory completion of background checks, reference verification, orientation, confidentiality training, and agency onboarding requirements.

Apply today to join a supportive, mission-driven team committed to quality patient care and dependable service.