Administrative Assistant Job at Szm Dignity Home Care LLC. in San Jose

Benefits:

• Flexible schedule

Benefits/Perks

• Competitive Compensation
• Paid Time Off
• Career Growth Opportunities

Reports to: Office Administrator or Managing Director
Summary: The Administrative Assistant provides crucial support for the daily operations of a non-medical home care agency. The successful candidate will perform a wide variety of administrative and clerical tasks to ensure smooth and efficient office operations, allowing caregivers and management to focus on client services. This role requires strong organizational and communication skills, discretion, and the ability to work in a fast-paced environment.
Key responsibilities:

• Front Office Management:
  • Greet and direct visitors in a warm, professional manner.
  • Answer incoming phone calls and route them to the appropriate team members.
  • Manage correspondence, including emails, faxes, and mail.
• Scheduling and Coordination:
  • Assist with the intake and registration process for new clients.
  • Schedule and coordinate caregiver visits based on client needs and caregiver availability.
  • Maintain accurate client and caregiver records in the agency's management system.
• Documentation and Record Keeping:
  • Create and maintain both electronic and physical filing systems for administrative, client, and employee records.
  • Handle confidential and sensitive information with the utmost discretion, adhering to all privacy regulations.
  • Assist in the preparation and distribution of reports, letters, and memos.
• Administrative Support:
  • Manage and order office and clinical supplies to maintain adequate inventory.
  • Assist with basic bookkeeping, such as processing expenses and managing invoices.
  • Help coordinate new hire pre-employment tasks, ensuring all paperwork is completed.
  • Provide support to managers and other staff members as needed with various projects.
• Required qualifications and skills:
  • High school diploma or equivalent; an associate's degree in business administration or a related field is a plus.
  • 2+ years of administrative or office experience, preferably within a healthcare or home care setting.
  • Exceptional written and verbal communication skills.
  • Strong organizational and time-management abilities, with a proven capacity for multitasking and problem-solving.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and a willingness to learn new software.
  • A compassionate, professional demeanor and a commitment to customer service excellence.
  • Ability to work independently with minimal supervision while also collaborating effectively with a team.
  • Reliable and detail-oriented, with a high degree of accuracy.
• Physical demands:
  This position primarily involves desk work in a professional office environment partly field work. The employee must be able to operate standard office equipment and may need to lift and move light to moderate objects (up to 25 pounds) occasionally.
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  Job Summary

We are seeking a motivated and outgoing Administrative Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.

Responsibilities

• Answer incoming phone calls and route them to the appropriate person
• Schedule appointments and maintain a calendar
• Respond to emails and all correspondence
• Work directly with the Managing Director
• Do all employee schedules on ADP
• Review all employees' daily progress notes
• Organize meetings and take accurate minutes
• Write emails, memos, and letters and distribute them appropriately
• Contribute to company reports
• Maintain an organized filing system
• Develop, update, and maintain relevant office procedures
• Control all employee communication portals
• Excellent written and verbal communication skills
• Most have knowledge of ADP, Therap, Marketing, and Financial
• Qualifications
• High school diploma/GED required, Associates degree or administrative training is preferred
• Previous experience as an Administrative Assistant or in a similar position
• Familiarity with standard office equipment such as printers and fax machines
• Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint
• Highly organized with excellent time management skills and the ability to prioritize projects