Office Manager/Administrator - Home Care

We are hiring for the full-time office manager, Please find the job responsibilities.

1. Assist the Kindness Senior Care LLC administrative staff in the maintenance and implementation of ongoing business functions. During this process, all records and discussions about clients, client records, and personnel records are to remain confidential.
2. Assist the Administrator in ensuring that all service agreements and other paperwork are signed and processed.
3. Ensure that client records are established in the customer management software within 7 days of signing the agreement. Ensure the consistent process of the discharge of clients and send out Client Satisfaction Surveys
4. Ensure that employee files are complete and employee information is input in software within 7 days of hire.
5. Assist the Administrator to ensure that proper documents are in place upon the discharge of employees, and update employee information as needed.
6. Maintain birthday and anniversary records of employees and clients and take charge of correspondence for the events.
7. Assist the Administrative Staff in whatever tasks are needed. These duties will typically include: Running criminal background checks
a. Filing documents in the appropriate client and employee files.
b. Making sure the client hours on the timesheet agree with the hours in the scheduling software.
c. Ensure that all timesheets, mileage records, and documentation of client care sheets are processed and filed on a bi-weekly basis.
d. Review and resolve any discrepancies between the timesheets and the client’s service agreements.
e. Ensure that payroll is processed accurately and timely on a bi-weekly basis.
f. Interview and hire quality caregivers using a consistent process, request background checks on all employees and provide orientation to new personnel.
9. Provide appropriate support and training to personnel.
10. Provide ongoing coaching to employees as necessary.
11. Ensure that the proper employee data has been entered into the computer system.
12. Provide an evaluation to caregivers after 1 year of service.
13. Conduct employee meetings as necessary.
14. Investigate any and all incident reports, including documenting the resolution of the incident.
15. Handle on-call responsibilities when the office is closed. This duty is shared with other administrative staff.
16. Assist the Administrator to make decisions about care in case of public emergencies.