Executive Assistant - Visiting Angels

POSITION PURPOSE: The Executive Assistant is responsible for the coordination and monitoring of office communication and overall flow.

Pay:  Starting at $18/hr (based on experience)

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:

The duties and responsibilities described below do not represent a comprehensive list for this position. Additional tasks may be assigned periodically as necessitated by the business demands.

• Answer incoming calls and monitor communication in and out of the office includes via phone, email, and text messages with software designated by the Agency.

• Maintain filing system in accordance with federal, state laws and Agency policies.

• Maintain accurate log of incoming and outgoing communications in accordance with company policies.

• Maintain care plan logs, mileage, and other care-related paperwork.

• Log mileage, certification deadlines, and other paperwork deemed by the Agency appropriately into Agency software.

• Assist to maintain accurate clock in/clock out of caregivers in the scheduling system

• Assist scheduling to ensure shifts for clients are accurately staffed.

• Assist with emergency call offs and scheduling needs as deemed appropriate by the Agency.

• Handle client, caregiver, and lead calls appropriately and effectively.

• Maintain consistent understanding of current Agency offering, pricing for discussions with leads and clients.

• Assist with caregiver calls in client care.

• Assist management in contacting employees for maintaining compliance on deadlines for trainings, certifications, etc.

• Send birthday communications, cards to clients and employees and monthly newsletter.

• Ensure cleanliness of office including steps for appropriate sanitation according to current guidelines.

• Effectively assist clients, clients’ families, and other associates’ complaints and concerns.

• Report incidents immediately to supervisors in accordance with company policies.

• Perform on-call evening and weekend duties, as directed. Keep on-call material current with client information, instructions and directions, current roster of care and list of active direct care staff. Prepare and maintain the on-call log and client and employee records. Manage calls in accordance with company policies.

• Maintain predictable regular attendance.

• Perform other functions as deemed appropriate by the management team.

• Maintain absolute confidentiality of all information pertaining to employees, clients and clients’ families.

REQUIRED JOB KNOWLEDGE AND SKILLS:

• Associated Degree in a health care related field and two years of customer assistance experience in home is preferred.

• Proficiency with Microsoft Office (Word, Excel & Outlook) applications, scheduling systems, GSuite (including Google Docs), and other healthcare industry-related software.

• Ability to listen and communicate clearly, fluently and diplomatically – both orally and in writing.

• Ability to remain flexible, resilient, calm and maintain a sense of humor in all situations.

• Present a well-groomed image that reflects professionalism of the business.

• Ability to plan, organize, prioritize, delegate and accurately complete work activities within deadlines while managing interruptions.

• Work independently and proactively with minimal direction and/or supervision.

• Ability to generate goodwill for the Agency with staff, clients, their family members and referral sources. Demonstrate a strong commitment to client service excellence.

• Ability to lawfully work in the U.S.

PHYSICAL/ENVIRONMENTAL DEMANDS:

While this has a variable schedule on Monday through Sunday, any shifts worked Monday through Friday will require your physical presence in the office.

• Combination of sitting, standing, bending, reaching, stretching, stooping, walking, climbing stairs and moving intermittently during working hours.

• Must be able to lift at least 50 lbs., if working with clients.

• Must be able to see and hear or use prosthetics that enable these senses to function adequately to meet the requirements of this position.

• Must be able to properly operate office equipment.

• Must have a valid driver’s license and reliable transportation.

• Must be able to maintain verbal and written communication with co-workers, leadership team, supervisors, clients, family members, vendors and all business associates within our outside the Agency.

• Successful completion and ongoing compliance with all licensing, certification, continuous education, background testing, drug and alcohol testing, OIG and health assessments as may be required under federal, state, or local law or per employer policy.

• All of the above demands are in accordance with applicable law, including but not limited, to California Fair Employment and Housing Act.