Overview Coordinates placement of services between clients and the paraprofessional staff. Maintains and documents communication with paraprofessionals. Primarily performs clerical/scheduling tasks that include coordination of CNA/Homemaker schedules with client wants/needs. Processing intake information and communication with referral sources. The role would involve overseeing and managing various administrative tasks to ensure the smooth operation of the office and support the agency’s caregiving services. Responsibilities Serve as the subject matter expert for all staffing matters, client matching, quality service, and complete care according to authorizations and regulations. Locate new and relief staff for assignments as needed, in a timely manner, to fill various staffing vacancies Assist with and review timesheets daily via EMR for billing and payroll by office deadline and ensure that timesheets match care plans. Monitor use and hold staff accountable for the use of EVV May conduct quality control calls/visits to ensure that clients are satisfied with service. Assist with evaluation of all employees as required by company standards as assigned Branch Manager. Ensure that all referrals are accepted that are offered to the Office or reporting denials to the Regional Operations Director/ Branch Manager Secure approval to assess on all new client referrals from appropriate sources Review weekly census report or other reports as applicable Track authorized hours for all clients to ensure the hours worked for each client does not exceed billable hours for the week. Dispense PPE, as needed, to ensure compliance with OSHA guidelines. In conjunction Branch Manager and HR Business Partner, identify, investigate concern incidents regarding employees. This includes documenting, progressive disciplinary action, counseling and termination as appropriate. Record complaints or incidents immediately, communicate to the Branch Manager. Filing as needed Take on call as necessary Develop good working relationships with key contacts with healthcare and community service organizations. Track Clients on service without an assigned caregiver for all authorized hours Accept all referrals to the assigned office, denials must be approved by Branch Manager or Regional Operations Director Discharge of a Client must be approved by the Branch Manager or Clinical Manager All other duties as assigned Qualifications High school diploma or equivalent (additional certifications or training in office administration are a plus). Proven experience as a receptionist, administrative assistant, or similar role. Excellent communication and interpersonal skills. Proficiency in using office software (e.g., Microsoft Office Suite) and ability to learn new software quickly. Strong organizational skills and attention to detail. Ability to multitask and handle a busy reception area efficiently. Compassionate and patient-focused approach in dealing with patients and their families. Familiarity with medical terminology and electronic health records (EHR) is advantageous. Ability to maintain confidentiality and handle sensitive information with discretion. Problem-solving and conflict-resolution skills to address patient inquiries and concerns.