Office Support Specialist

Home Instead is dedicated to providing compassionate and reliable home care services to our clients. We are seeking a part-time detail-oriented and proactive Office Support Specialist to join our team and help ensure the smooth operation of our office.

The Part-Time Office Support Specialist is expected to perform a variety of clerical and administrative duties. The Office Support Specialist is expected to answer phones, complete administrative duties and support other staff members with clerical tasks in order to provide the highest quality service to clients. This role requires excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Schedule:
Monday, Wednesday, and Friday 9:00AM - 2:00PM

Primary Responsibilities:

• Reflect the core values of S & C Elder Care Services Ltd., d/b/a, an independently owned and operated Home Instead franchise.
• Handle office responsibilities to allow a consistent full time networking effort, which is critical in building the business
• Greet and welcome each visitor in a friendly, warm and professional manner
• Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members
• Field new client inquiries over the phone in a knowledgeable manner and schedule care consultations
• Assist with hiring process for new Care Pros, duties may include fielding employment inquiries from prospective Care Pros and moving applicants through the process.
• Review and address missed clock ins/outs in Wellsky system
• Review and address general comments/changes in conditional notes left by Care Pros in Wellsky
• Enter and maintain accurate client and Care Pro records in the operating system
• Communicate client and Care Pro concerns or problems with owner or other staff members as appropriate
• Determine each visitor’s purpose in a pleasant manner and promptly notify the appropriate staff member of their arrival
• Order and stock office supplies
• Scan in and electronically file paperwork for office support
• Organize and distribute the daily mail according to prior instructions
• Ensure Home Instead standards are met and upheld
• Maintain regular attendance at the office to execute job responsibilities
• Demonstrate open and effective communication with owner, colleagues and Care Pros

Secondary Responsibilities:

• Assist with making reference calls on prospective Care Pros in a timely manner
• Process criminal background, Adult Protective Services and Department of Motor Vehicle checks
• Participate in quarterly Care Pro meetings
• Ensuring a clean and sanitary office environment through daily cleaning, restroom maintenance, kitchen upkeep, and compliance with health and safety protocols.
• Maintain supplies for postage, fax, credit card and copy machine
• Perform any and all other functions deemed necessary

Requirements:

• High school diploma or equivalent
• Previous office administration experience required
• Proficient in Microsoft Office Suite (Word, Excel, Outlook)
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Attention to detail and problem-solving skills
• Ability to maintain confidentiality and handle sensitive information

Knowledge, Skills and Abilities:

• Must demonstrate excellent oral and written communication skills and the ability to listen effectively
• Must have the ability to work independently, maintain confidentiality of information and meet deadlines
• Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills
• Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures
• Must have the ability to organize and prioritize daily, monthly and yearly work
• Must be able to establish good working relationships with management, colleagues, franchise owners and their staff
• Must present a professional appearance and demeanor
• Must be able to operate office equipment
• Must be able to operate Home Instead technology
• Must be patient and congenial on the telephone
• Must have computer skills and be proficient in Word and Excel
• Must be able to perform duties in a professional office setting

Join our team and make a difference in the lives of those we serve!