Job description

Kyle's Care at Home provides professional, compassionate & personalized non-medical senior care for loved ones in their own homes.

We are looking for an Office Administrator who will be responsible for the administrative and operational functions of the agency. These functions include, but are not limited to, sourcing candidates, new hire/orientation process, scheduling, training, payroll, invoicing, accounts receivables and employee management.

The Office Administrator may interact with current/prospective clients and employees, referral sources and executive management. The Office Administrator will serve as a liaison between clients and staff. This role has a heavy focus on follow-up with clients and caregivers, as well as proper escalation of client/employee concerns, complaints or reported incidents. The Office Administrator assists in coordinating staff/resources for new client in-take calls as well as client requests for changes/updates to care. The Office Administrator will assist in providing training for caregivers as well as supervision and on-site client assessments / evaluations. The Office Administrator also interfaces with state and/or county officials on the processing and management of Unemployment and Social Services claims. The Office Administrator is designated to take on the roles and responsibilities of the Owner in the event the Owner is absent.

Responsibilities:

• Answer office phones and distribute calls and messages accordingly.
• Complete in-takes for new referrals from referral source phone calls.
• Interface between employees and Payroll Company for payroll processing, including verification of all hours worked on a weekly basis.
• Staff/Schedule all in-home care cases.
• Validate and confirm all schedules; ensure confirmation of overnight shifts prior to close of business the day of overnight shift and confirmation of weekend shifts prior to close of business on Friday.
• Ensure invoicing and payroll statements are mailed as directed by office procedures.
• Maintain employee files (paper and digital) for all caregivers and manage annual requirements for health screenings and training per state guidelines.
• Develop and maintain caregiver incentive program, ensuring proper documentation in the appropriate systems (CRM and Payroll System).
• Develop and maintain relationships with sourcing contacts; identify new avenues of sourcing quality candidates and monitor success of job boards and escalate opportunity or needed changes in a timely manner.
• Manage and oversee the hiring and orientation process.
• Coordinate new hire orientation as directed by office procedures.
• Maintain good working relationships with clients, family members, and caregivers. Focus on retention (retaining both clients and caregivers).
• Set up, facilitate, and supervise caregiver training.
• Ensure all office policies and procedures are followed daily.
• Manage the audit process of client and employee files to ensure documentation of state requirements.
• Conduct reference and criminal background checks and credentials validations.
• Monitor daily schedules and follow-up to ensure all shifts are completed in the system in a timely manner.
• Enter new employees into appropriate systems.
• Manage caregiver performance and escalate any issues accordingly. Manage and execute caregiver performance evaluations annually.
• Manage caregiver escalation of client issues accordingly to appropriate staff.

General Position Requirements

• At least one year of progressively responsible business experience, office experience in a home care, home health or skilled nursing agency setting preferred.
• Experience in developing and managing training programs in home care, home health or skilled nursing agency.
• Good written and verbal communication skills.
• Self-motivation and detail orientation.
• Ability to manage staff as assigned.
• Familiarity with computers and specific software programs related to the job.
• High school diploma or GED, at a minimum.
• Ability to coordinate and perform multiple tasks.
• Understanding of basic accounting principles.
• Self-starter.
• Works well with others.
• Excellent computer skills.
• Exceptional interpersonal skills.
• Ability to work closely with the Owner and General Manager/Administrator.
• Familiarity with specific software programs (i.e., Wellsky/Clearcare, ADP, CareAcademy).

Job Type: Full-time

Salary: $15.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Pekin, IL 61554: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

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