Administrative Assistant

Full-time • Soquel, California, United States • $25 / hour • 1m ago

Care From The Heart In Home Services, Inc.(CFTH) is a home care agency located in Soquel, California. Our team has served families of elderly and disabled adults since 1995. Our mission is to care and render a heartfelt experience where our patients and families feel safe and honored.

This Personal Administrative Assistant role is a full time, in-office position reporting to the CEO and founder Jackie Tucker with day to day oversight by our Office Manager.

RESIDENTS OUTSIDE OF SANTA CRUZ CUNTY, PLEASE DO NOT APPLY.

RECENT experience only please.

The schedule will be 5 days a week from 9:00 am to 6:00pm (1 hour lunch). Tuesdays and Sundays will be the 2 days off. Care From the Heart is looking for a long-term commitment. All staff is required to be cross trained as a care provider and go out on emergency basis only, to work with our elderly clients if absolutely needed.

The role will include a variety of administrative activities as assigned by either the CEO and/or our Office Manager. Primary duties and responsibilities outlined below.

We are looking for an enthusiastic, well-spoken, team player with the ability to quickly prioritize, make sound decisions and think (and act) quickly to resolve and prevent issues. The right candidate possesses a strong work ethic, the utmost flexibility and a desire and ability to build strong relationships.

Prior RECENT experience as an administrative assistant is a must - preferably in a healthcare-related field although this is not a requirement. We are looking for candidates that possess the willingness and ability to go above and beyond, can work calmy and efficiently in the midst of pressure. The ideal candidate is someone with a positive, upbeat attitude who can quickly adapt to change.

PRIMARY RESPONSIBILITIES

CLERICAL: Including but are not limited to: Running errands, Stocking supplies, Sorting and sending mail, Answering and routing phone calls, Greeting visitors.

PROCESSING NEW AND FORMER CLIENTS & EMPLOYEES: Ensure new client contracts are received and processed in an efficient manner. Addressing former clients or their representatives as appropriate when a client is lost. Perform or assign task of Interviewing, hiring and orientating new employees. Perform or assign task of exit interview, terminating of former employees.

SCHEDULING: Learn our scheduling software (Well Sky) and participate in the scheduling process. Ensure that scheduling is being done as accurately and efficiently as possible.

TRAINING PROGRAM MANAGEMENT: Monitor and manage training program for Care Provider training.

EMERGENCY RELIEF AS CARE PROVIDER: In emergency situations, you may be asked to sit with clients as a care provider for a very short duration until full-time care provider arrives. This assignment would only be in an emergency situation where the scheduled care provider is unable to keep their shift, or a portion of their shift, and no other care providers are available. In these cases, you would be sitting with a client at their residence for a short duration. Care provider training will be provided.

HOLDING WEEKLY OR BIWEEKLY STAFF MEETING: Weekly staff meetings to monitor the status of the multiple systems, issues and projects in the office. Take and communicate notes and action items from these meetings. Following up on assigned actions from the meetings.

OTHER DUTIES AS NECESSARY: As other items or issues arise in the office. Work direction will come primarily from the CEO and Office Manager and can vary from day to day based on current priorities and projects.

REQUIREMENTS

Minimum 1 year recent Administrative Assistant experience

Technological Skills:

Work is done via desktop PCs (versus MAC). It is essential that you hold advanced experience with the Google Suite of products including: Gmail, Google Calendar, Google Drive, Google Docs and G-Sheets. In addition, you should be highly experienced with the Microsoft Office suite of products including Excel and Word.
As an employee, Fingerprinting is required and so all applicants must be able to pass fingerprinting.
Must be able to type 40+ wpm. Potential candidates must provide a completed on-line typing test. And your typing skills my be assessed as part of the interview process.
Confidentiality - Along with HIPAA compliance when in contact with client and care provider personal information, it is critical that the administrative assistant hold the CEO’s company and personal interests with the utmost confidentiality and sensitivity.
CFTH is a non-smoking facility.

About You:
· Excellent prioritization skills
· Excellent at making sure things do not fall through the cracks
· Organized & follows process. Creates new processes where necessary
· Excellent time-management practices
· Enjoys learning new technology
· Addresses any miscommunications and issues in a professional and direct manner
· Trustworthy, candid and forthcoming

Hours: May very slightly from this since there may be some flexibility in hours or days , but candidate should expect to work one weekend day per week. Roughly 9 AM – 6 PM (includes 1 hour meal break and regular rest breaks).

Job Type: Full-time

Pay: $25.00 per hour

Expected hours: 40 per week

Benefits: