Administrative Assistant (PRN)

Position Description

This position will perform a variety of administrative, clerical, and reception tasks. The Administrative Assistant duties will include assisting in daily office needs, supporting our company’s general administrative, clerical, and reception activities. The Administrative Assistant will require strong communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment. The Administrative Assistant will be organized, friendly, and adept at problem-solving. The Administrative Assistant may substitute for various positions and complete various tasks as assigned.

Primary Responsibilities

• Maintain employee and consumer files in compliance with company policies and regulatory requirements; ensure all documentation is complete, accurate, and audit ready.
• Assist departments with compliance tracking, documentation, and administrative follow-up.
• Order, manage, and maintain office supplies and shared resources to ensure all departments are adequately stocked.
• Maintain a clean, organized, and efficient office environment.
• Assist in resolving administrative or operational issues and support improvements to office processes.
• Support onboarding by ensuring new recruits complete all required documents in a timely manner.
• Act as a flexible resource by providing administrative support across all departments (e.g., HR, Scheduling, Compliance, Payroll, and Operations).
• Fill in for operational departmental staff during absences, vacancies, or high workload periods.
  • Assist with Electronic Visit Verification (EVV) administrative functions, including reviewing reports, tracking visit exceptions, and supporting timely resolution of documentation issues.
  • Support EVV compliance by monitoring incomplete visits, missed clock-ins/clock-outs, GPS discrepancies, and other system alerts, escalating issues to the appropriate department when necessary.
  • Assist with timesheet reconciliation and administrative preparation of EVV records to support payroll and billing deadlines.
  • Maintain accurate EVV documentation, corrections, and communication records in accordance with agency policies and regulatory requirements.
  • Assist with tracking authorizations, Plan of Care (POC) updates, and other documentation needed to support billing readiness.
  • Provide administrative support for EVV audits by gathering, organizing, and maintaining required records and reports.
  • Assist employees with basic EVV system navigation, password resets, and general HHAeXchange questions, referring complex issues to the EVV Specialist or Operations Manager.
  • Support employee onboarding by introducing new hires to EVV requirements and coordinating EVV orientation or training with the appropriate department.
  • Complete administrative follow-up on EVV-related incidents, missing documentation, corrective action acknowledgments, and employee communications.
  • Serve as cross-trained support for the EVV department during employee absences, increased workloads, or other operational needs.
• Assist with department-specific tasks such as scheduling, compliance tracking, reporting, and data management.
• Open, sort, distribute incoming mail and correspondence, and manage outgoing mail as needed.
• Perform data entry and maintain accurate records across multiple systems.
• Photocopy, scan, and manage fax transmissions and document processing.
• Maintain, label, update, and organize digital and paper filing systems to ensure accurate, secure, and easily retrievable records.
• Gather, organize, and prepare documents for departmental use, including reports, metrics, and compliance records.
• Compile, analyze, and distribute reports upon request.
• Greet and welcome visitors, clients, and employees in a professional manner, ensuring a positive experience.
• Support office security by ensuring all visitors are properly signed in and authorized.
• Answer, screen, and direct incoming calls; take and relay messages accurately and timely.
• Conduct home visits for pop up, assessments or wellness checks as needed
• Complete other duties as assigned.

Education/Experience Requirements

• High school diploma or equivalent required.
• Previous clerical experience required. 
• Strong interpersonal skills.
• Must be flexible and comfortable moving between multiple tasks and priorities.
• Proven experience as an administrative assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Proficiency in MS Office.
• Excellent time management skills and the ability to prioritize work tasks.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.