Administrative Specialist

QUALITY HOME STAFFING, INC.

JOB DESCRIPTION

Administrative Specialist

POSITION SCOPE: This position is responsible for the administrative support for the branch offices of QHS. It also serves as the core of day-to-day functioning of the office, including scheduling staff assignments, and maintaining personnel tracking information. This position will require traveling to assist other offices as needed to include training new employees and record review.

POSITION QUALIFICATIONS:

• Equivalent office or management experience.
• Must have basic computer skills.
• Must be able to prioritize tasks.
• Strong interpersonal skills.
• Strong communication and problem-solving abilities.
• Must be adaptable, flexible, and able to maintain effectiveness during change.

DUTIES AND RESPONSIBILITIES:

• Assist applicants with the employment application and related paperwork to submit to the Home Care Supervisor.
• Assist in obtaining references on potential employees.
• Make sure that required background and health screenings are submitted prior to employment.
• Ensure that all new employees have completed all required paperwork and organize the personnel record according to policy guidelines.
• Maintain a complete and up-to-date personnel record on each employee. Maintain a tracking and filing system on each employee for renewal of TB test or screenings, auto insurance verification, NA certifications, in-service requirements, vacation, and lost hours.
• Maintain a complete and up-to-date client medical record chart on each client. Conduct employee orientation with the exception of blood borne pathogens and exposure control section.
• Locate new and relief staff for assignments as needed, in a timely manner, to fill various staffing vacancies.
• Determine that staff member has been oriented to assigned duty and contacted of any changes in scheduling.
• Review timesheets/task logs bi-weekly and transfer hours to spreadsheets for billing and payroll by office deadline and ensure that timesheets match care plan.
• May conduct quality control call/visits to ensure that clients are satisfied with service. Assist with evaluation of all employees as required by QHS standards as assigned by Home Care Supervisor.
• Track Medicaid hours for PCS clients to ensure the hours worked for each client does not exceed billable hours for the month. (May delegate to assistant.)
• Assist in preparing in-service packets, mailing of in-service self-study packets (if applicable) and assist with on-site in-service training.
• Dispense PPE, as needed, to ensure compliance with OSHA guidelines. Counsel employees as needed.
• Document in employee and client charts as needed.
• Filing as needed.
• Pager duty.
• Serve as a resource to the community on home care issues and practices. Develop good working relationships with key contacts in other healthcare and community service organizations.
• Any other duties as assigned.

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