Administrative Assistant

Job Description

Job Description

JUDSON HOME CARE

JOB DESCRIPTION

Job Title

Department

Reports to

Date

Scheduler/Administrative Assistant

Judson Home Care - 224

Director of Home Care

July 2025

General Purpose:

Projects staffing level requirements for Judson Home Care (JHC) and prepares work schedules to assure all cases are appropriately staffed. Identifies and utilizes methods and strategies for achieving desired staffing levels within the budget. Prepares payroll and time-billing sheets for resident/community client billing for all cases associated with JHC. Good communication, coordination, response and follow up skills orally and written are essential to deal with the residents, public and staff. A positive working attitude and the ability to meet a demanding job schedule are essential. Must abide by and to be a strong supporter of the Judson philosophy and mission, policies and procedures. Conduct all organizational business and practices in accordance with Judson policies. Provide computer data support to the Judson Home Care department. Flexibility to adapt to staff assignment changes regularly.

Essential Duties and Responsibilities:

Scheduling duties:

· Schedules all service requests for Judson Home Care including after hours and weekends scheduling and is therefore required to carry pager, have updated schedule of cases, updated HHA phone list, Judson’s most recent departmental telephone directory and have access to a telephone at all times;

· Coordinates case intake with Director and RN Community Care Manager. Inputs all resident/community client and employee schedules including all new cases and schedule changes into the computerized schedule on a daily basis;

· Notifies Director, RN Community Care Manager, resident/community client and/or responsible parties and staff of all pertinent changes in after hours scheduling including new cases, termination of cases, changes in client hours, and client moves (i.e. hospital admission);

· Transmits confirmed updated schedule to the Director and RN Community Care Manager at least weekly as requested;

· Maintains up-to-date information and roster on staff and utilizes this information for all scheduling needs according to JHC policies and procedures as requested;

· Utilizes approved outside agency to supplement staffing when JHC employees are unavailable or to avoid uncompensated overtime when necessary;

· Manages scheduling operations to remain within labor (both direct labor and supplemental staffing) budget;

· Maintains communication regarding scheduling and attendance issues with all appropriate parties in the resident/ community client system to assure customer satisfaction, seeking to resolve problems as they occur;

• Provides information to resident/community clients regarding JHC scheduling policies and procedures;
• Maintains client scheduling communication by informing resident/community client or client’s family member of newly scheduled HHA’s name and brief background (as necessary);
• Informs client of temporary staffing situations;
• Assures that the client has both the emergency pager and office numbers in the case of a scheduling issue, change or issue that needs to be discussed;
• Assures that HHAs are aware of time billing sheets and time keeping procedures;
• Maintains phone list of HHAs and agency supplemental staffing;
• Contributes to 90-day evaluation for all new department employees;
• Contributes to annual performance appraisals for department employees;
• Reviews ADP reports to track approved and uncompensated overtime;
• Documents issues requiring counseling action related to attendance and scheduling in accordance with attendance section of personnel manual and reports to the JHC Director;
• Maintains records pertaining to employee attendance/absenteeism;
• Reports to the Director regarding HHA violations of Judson policies and follows up as directed by a JHC manager.

Administrative duties:

• Submits data for bi-weekly staff payroll processing including adjustments, paid time off benefits and non-billable time sheets for employee compensation in accordance with corporate and departmental policies and guidelines;
• Submits time-billings sheets for resident billing and A/P invoices for agency supplemental staffing;
• Updates, records and generates required reports;
• Tracks and logs resident/ community client and responsible party information;
• Monitors service utilization;
• Participates in meetings as required to effectively manage available resources;
• Responds promptly to all pages immediately resolving all scheduling situations in association with existing cases i.e. call-offs, no call/no shows, issues such as negligence, attitude, dress code, etc.;
• All pages are logged so that the appropriate entries can be made on the next business day and information is passed to the Director and/or RN Community Care Manager in a timely and thorough manner;
• All nursing concerns for Residents in Judson are forwarded to the nursing supervisor on-site and the RN Community Care manager receives notification via voicemail;
• All nursing concerns for community clients are forwarded to the RN Community Care Manager, as Scheduler does not make any nursing decisions.
• Handle and supervise all clerical functions that contribute to the successful operation of the Judson Home Care office;
• Maintain, coordinate and process confidential data;

· Answers telephones in accordance with Judson’s behavioral competencies and either responds or forwards calls appropriately;

• Handle all correspondence, reports and requests including large mailings, mail merges, etc.
• Maintains mailing lists;
• Prepares and/or collates packets of information i.e. orientation, admission, inquiry, resident care binders (black and blue) as directed;
• Maintain filing and record systems;
• Maintains database information of resident/community clients, responsible parties, employee data, and other pertinent information;
• Prepares items and projects for volunteer(s) as directed;
• Maintains Judson Home Care files and information including general information, new resident, resident discharge, and end of the year storage files;
• Assists with preparation, distribution, and tabulation of employee, resident/community client satisfaction and other surveys;
• Assists with coordination of staff appreciation events and activities;
• Assists with hospitality activities i.e. flowers, plants, for deaths, hospitalizations, etc.;
• Assembles personnel records and updates records as needed;
• Informs R.N. Community Care Manager when staff competencies or evaluations are due;
• Accumulate, distribute and report data as necessary to administrative staff;
• Make arrangement and distribute notices for conferences, meeting and in-services. Serve as recorder of minutes with responsibility for transcription and distribution;
• Prepare payroll newsletter and distributes paychecks to staff according to payday schedule;
• Prepare reports, copies and distributes to staff;
• Creates forms, documents and notices;
• Maintain calendar of JHC events;
• Order publications and schedule seminars, meetings, conferences;
• Process and maintain file system of accounts payable vouchers;
• Order and maintain supplies;
• Copy large numbers of forms, notices and correspondence and distribution there of;
• Other duties as assigned.

Miscellaneous:

• Maintains a record of acceptable attendance and punctuality.
• Observes all company rules and safety procedures. Maintains and promotes workplace safety. Complies with training all requirements for individual training, and facilitates appropriate training for the department. Regularly educates employees regarding safety procedures. Assures that established safety guidelines are being followed. Reports incidents within established time limits. Actively manages Workers Compensation claims to minimize premiums.
• Adheres to and promotes corporate compliance with requirements of the Judson’s Anti-fraud and Anti-abuse programs.
• Demonstrates responsibility with respect to attendance, breaks, relief, etc.
• Other duties as assigned.

Behavioral Skills:

This position requires incumbents to adhere to Judson’s organizational behavioral competencies.

Performance Standards:

• Responsiveness to resident/community clients and employees is appropriate
• Satisfactory level of staffing is consistently maintained – All cases are scheduled appropriately
• Data submitted to payroll is accurate and timely
• Data submitted to resident billing is accurate and timely
• Staffing costs are within budget targets
• Communication to clients, HHAs, management and other appropriate interested parties is effective
• Responsiveness to resident/community clients and employees is appropriate

Minimum Qualifications, Education and Certifications:

• High school graduate/GED preferred
• 3 to 4 years experience as Administrative Assistant. Type a minimum of 60 wpm
• Proficiency with Microsoft Excel, Word, Outlook, Access and Power point

· Proven record of reliability, dependability, accuracy and attention to detail, excellent interpersonal and communication skills

• Good analytical and problem-solving skills
• Must have an understanding and acceptance of the philosophy of care of JHC
• Good customer service skills are a must along with strong organizational skills, detail oriented, good interpersonal skills and must be a team player
• Ability to communicate effectively orally and in writing
• Ability to work well with or without close supervision or direction

· Able to think clearly in all situations

Physical Requirements.

· Requires stamina, vigor and power to handle daily stress

· Excellent communication skills, good hearing and vision speech and communication skills with the ability to project voice, ambulate without difficulty, use the telephone, use the computer and read and write English

· Able to either sit at the computer or stand for a period of up to eight (8) hours a day

· Excellent math skills required

Working Conditions. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:

The environment is conducive to be able to computerize essential data, communicate effectively on the telephone and communicate effectively with referrers, caregivers, supervisors, R/Cs and responsible or interested parties. Must have the ability to read and transcribe different writing styles plus the ability to produce documents quickly and accurately.

When away from the office, must be within paging and (cell) telephone range to effectively communicate scheduling changes. Also, must have access to updated information (i.e. employee. Supervisor and Resident data) at all times.