Office Staff Assistant

Job Summary
We are seeking a reliable, organized, and detail-oriented Office Staff member to join our Home Health Care Agency team. This position plays a key administrative role in supporting daily office operations, coordinating with clinical staff, and ensuring smooth communication between clients, caregivers, and other team members.

Duties

• Answer phone calls, route messages, and respond to emails in a timely and professional manner
• Greet visitors, clients, and staff in a courteous and helpful manner
• Serve as the first point of contact for Employee
• Create Schedules for employee
• Update and manage calendars to avoid scheduling conflicts
• Notify staff of schedule changes, cancellations, and urgent assignments
• Maintain accurate and up-to-date employee records in compliance with HIPAA standards
• File and organize documentation such as care plans, and employee files
• Assist with chart audits and prepare files for inspections or state surveys
• Assist with the onboarding process for new hires including background checks and credential verification
• Ensure all required forms and documentation are complete
• Support payroll preparation by maintaining employee timesheets and visit logs
• Ensure all activities comply with agency policies and state/federal regulations
• Assist in preparing reports for management, licensing bodies, or audits
• Track certifications and license expiration dates for staff and help maintain compliance
• Maintain office supplies and equipment
• Keep workspaces tidy and organized
• Perform general clerical tasks such as copying, faxing, and scanning

Experience

• High School Diploma or GED required
• 1–2 years of experience in an office, administrative, or customer service role (healthcare setting preferred, but not required)
• Basic knowledge of Microsoft Office (Word, Excel, Outlook)
• Strong phone etiquette and communication skills
• Ability to multi-task, stay organized, and work independently
• Willingness to learn healthcare-specific systems (scheduling software)
• Familiarity with patient confidentiality and HIPAA guidelines is a plus (training can be provided)

Job Type: Full-time

Work Location: In person