Office Assistant

POSITION DESCRIPTION: Office Assistant for Heartwarming Care LLC

plays a critical role in supporting the daily operations of the organization, ensuring

effective communication, and contributing to the overall success of the PCA services.

By providing administrative support to the Personal Care Attendant (PCA) services,

contributing to the efficient operation of the organization and ensuring smooth

communication between clients, staff, and management.

REPORTABILITY: CEO

KEY RESPONSIBILITIES:

1. Office Management:

2. Perform general office duties, including managing phone calls, emails, and

other correspondence.

• Maintain organized and efficient filing systems for client records,

schedules, and administrative documents.

• Must have experience with Sandata and Caresmartz360.

• Must have experience with Indiana Medicaid, HCBS and DDRS.

• Client Coordination:

• Schedule client appointments, ensuring proper coordination with Personal

Care Attendants and other staff members.

1. Communication:

2. Facilitate communication between clients, staff, and management.

3. Billing and Invoicing:

4. Assist with billing and invoicing processes, ensuring accuracy and

timeliness.

• Collaborate with the finance department to address any billing-related

inquiries.

1. Data Entry:

2. Enter and update client information, schedules, and other relevant data

into the organization's systems.

• Maintain confidentiality and accuracy in data entry tasks.

• Support for Management:

• Assist management with administrative tasks, such as preparing reports,

presentations, and documentation.

• Coordinate meetings and maintain calendars for executives.

• Client Services:

• Address client inquiries and concerns in a professional and courteous

manner.

1. Record Keeping:

2. Assist in the preparation of reports and documentation for regulatory

compliance.

1. Office Supplies and Equipment:

2. Monitor and replenish office supplies as needed.

3. Coordinate repairs and maintenance of office equipment.

4. Team Collaboration:

5. Collaborate with other administrative staff, Attendants, and management

to ensure effective communication and workflow.

QUALIFICATIONS:

• High school diploma or equivalent; additional education or certification in office

administration is a plus.

• Proven experience as an administrative assistant or in a similar role.
• Proficiency in office software (e.g., Microsoft Office Suite).
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Must have experience with Sandata and Caresmartz360.
• Must have experience with Indiana Medicaid, HCBS and DDRS.
• Attention to detail and accuracy in administrative tasks.
• Ability to maintain confidentiality and handle sensitive information.
• Successful completion if requested of agency drug screening
• Completion of required TB testing.
• National/expanded current criminal background check as required by Indiana

law/ISDH.

• Proof of current car insurance and the ability to maintain reliable transportation.

NOTE: This job description is not intended to be all-inclusive. Employees may perform

other related duties as negotiated to meet the ongoing needs of the organization. Job

descriptions are revised periodically to meet the needs of the organization.

Job Type: Part-time

Pay: $ $18.00 per hour

Experience:

• Sandata: 1 year (Required)

Work Location: In person