Administrative Assistant II

Overview

The Administrative Assistant II provides primary support to the Expert Care operations division by performing all assigned clerical and administrative duties. The role is vital. The accurate entering of authorizations and communication of changes to staff and recipients allows us to work within our allotted funding. The Administrative Assistant II assists in auditing and tracking to ensure compliance. Hybrid:
Must live local to Troy, MI office.

• Authorizations/Data Entry for Recruiting Support
• Enter authorizations accurately, including breakdown by week/month/quarter, as appropriate; responsible for getting authorizations corrected from county if necessary.
• Run monthly expiring authorization reports.
• Run monthly expiring IPOS reports and IPOS signature pages as needed.
• Track and upload current Individual Plan of Service (IPOS) for all Recipients monthly; responsible for requesting IPOS as necessary.
• Communication
• Call organization contacts to obtain authorizations.
• Communicate with recipient families and caregivers regarding updated authorizations. Document calls in HHAeXchange.
• Communicate with Recruiters if authorization is expiring or has changed.
• Call on expiring/changing authorizations.
• Operations Support
• Audit of recipient and caregiver files.
• Contact recipients and caregivers to update files and fill-in gaps.
• Create and maintain well-organized filing and retrieval systems.
• Create and maintain documents and files for correspondence, proposals, etc.
• Answer incoming overflow calls from multi-line telephone system and direct callers to the appropriate person.
• Support administrative front desk tasks as needed.
• Run monthly reports to capture missing caregiver documentation or maintain compliance items and communicate and follow up accordingly.
• Other Duties
• Assist with mass email communications to recipients and caregivers.
• Assist with maintaining, updating, and creating administrative processes.
• Scan documents for electronic filing and attach to appropriate caregiver and recipient file.
• Other projects and activities as assigned.

• No supervisory responsibility.

• Duties are performed using a hybrid working model combining remote work with office work. The needs of the business will determine the week-by-week structure.
• Occasional trips to client/prospect locations require outdoor travel and potential exposure to unpleasant weather.
• Ability to sit for extended periods of time and possess the normal range of body motion.

• Two years post high school with concentration on business related subjects or equivalent business, sales, or human resource experience.

• Demonstrates critical thinking by exhibiting sound and accurate judgement and includes the appropriate people in decision making.
• Exhibits effective communication both (written and verbal) and interpersonal skills including the four quadrants of Emotional Intelligence: self-awareness, self-management, social awareness, and relationship management.
• Must have understanding of general business and office terminology.
• Must have basic understanding of the MS Office Suite Products/Programs.