Administrative Assistant Job at ameriCARE Weatherford in Willow Park

Job Summary:

The Administrative Assistant  plays a crucial role in ensuring the smooth and efficient operation of the agency. This individual handles a variety of administrative tasks, providing support to the management team, caregivers, and clients. The role requires excellent organizational, communication, and problem-solving skills, as well as a strong commitment to delivering quality service. The Administrative Coordinator serves as the main point of contact for inquiries, manages office operations, and supports the scheduling and compliance functions of the agency.

Key responsibilities:

• Serve as the key point of contact for clients, caregivers, and visitors, providing exceptional customer service and handling inquiries in person, via phone, and by email.
• Support scheduling, ensuring adequate coverage for client needs while managing changes, call-outs, and client requests.
• Assist with office operations, including filing, document preparation, record-keeping, and ensuring compliance with state and federal regulations.
• Conduct regular audits and inspections to ensure adherence to all regulations and standards.
• Stay updated on changes in laws, regulations, and standards affecting in-home care services.
• Assist with the onboarding, orientation and training meetings, including assisting with paperwork and documentation.
• Assist with state compliance reviews, code interpretation, and policies and procedure implementation as they relate to compliance.
• Process incoming and outgoing correspondence, maintain records, and ensure that documents are organized and easily accessible.
• Order and manage office supplies.
• Ensure that all caregiver credentials, training, and certifications are up to date, maintaining compliance with Texas home care regulations.
• Facilitate clear communication between clients, caregivers, and agency staff to ensure service quality and client satisfaction.
• Prepare internal reports for management on caregiver performance, client feedback, and operational metrics.
• Support marketing efforts by helping with local outreach, organizing events, and managing social media accounts or online listings.
• Assist with general HR tasks, such as tracking staff attendance, processing leave requests, and assisting in staff meetings.
• Work overtime and participate in after-hours on call rotations;
• Notify management of quality assurance issues and participate in quality meetings;
• Ability to prioritize and multitask in fast paced environment;
• Regularly work with owners, management, and other staff to meet company goals;
• Must be efficient with computers and knowledge of various software programs used in a home care and office settings;
• Must possess good organizational, coordination and analytical abilities.

Administrative Coordinator is specifically responsible for:

• Working under the direction of the Administrator and Alternate Administrator
• Conduct regular audits and inspections to ensure adherence to all regulations and standards
• Stay updated on changes in laws, regulations, and standards affecting in-home care services.
• Develop and implement policies and procedures to ensure regulatory compliance.
• Proficiency with computers, apps, and various software programs like Wellsky, Microsoft Office, Outlook, and others software’s with little to no assistance
• Administrative and clerical tasks
• Assist or act as backup to Scheduling
• Tracking and prioritizing multiple tasks and thrive in a fast-paced environment
• Adhere to all company/state requirement and guidelines 

Qualifications

The ideal candidate will be a self-starter who can work independently or in a team environment and can function in a fast-paced setting. Experience in home care, home health, hospice, or related industries is preferred. Attention to detail, strong analytical abilities, and customer service skills are critical.

• • High school diploma or equivalent (associate’s degree preferred).
  • 1-2 years of experience in an administrative or office support role, preferably within healthcare or home care.
  • Strategic Scheduling experience, or experience with scheduling
  • Strong computer skills, including proficiency in Microsoft Office (Word, Excel, Outlook) and other apps and software used in home care agency and office environments.
  • Excellent communication and organizational skills.
  • Ability to manage multiple tasks simultaneously and maintain composure under pressure.
  • Ability to excel in a stressful fast paced environment.
  • Knowledge of home care industry regulations in Texas is a plus.
  • Attention to detail and strong customer service skills are critical skills in this role
  • Knowledge of common home care and medical terminology
  • Must possess excellent organizational skills, be a self-starter and work independently under minimum supervision or in a team environment
  • Strong organizational, coordination, and analytical abilities.

What We Offer:

• A supportive and energetic work environment.
• Opportunities for professional growth and development.
• A chance to make a significant impact in the lives of our clients and their families.

Experience: 1-2yrs perferred