Administrative Assistant

About the Role

Civility Home Care is seeking a dependable, organized, and professional Administrative Assistant to support the daily operations of our growing home care agency. This role serves as a central communication point between office staff, caregivers, clients, and management while helping ensure smooth agency operations and excellent customer service. The position is an in-office and field-support role that requires professionalism, initiative, problem-solving skills, and strong communication abilities. Reports directly to the Supervisor / Manager and Administrator.

Responsibilities

• Provide administrative support to the agency in accordance with company policies, procedures, and state regulations.
• Maintain organized electronic and physical records for clients, caregivers, schedules, and office operations.
• Assist with caregiver recruiting through job boards, referrals, online platforms, and community outreach.
• Respond to caregiver applicants and provide information regarding positions, schedules, orientation, and company expectations.
• Assist with onboarding, orientation coordination, and hiring documentation.
• Coordinate staffing and scheduling support for client cases.
• Communicate schedule changes, staffing needs, and service updates to caregivers and clients.
• Assist with starting new client cases and coordinating service initiation.
• Visit client homes as needed for introductions, client support, supply delivery, and operational follow-up.
• Deliver office and caregiving supplies to clients and caregivers when needed.
• Maintain regular communication with clients, families, caregivers, office staff, and management.
• Participate in occasional on-call responsibilities to assist with urgent staffing or operational needs.
• Utilize Microsoft Office, Microsoft Teams, QuickBooks Online (QBO), WellSky Personal Care, and other office systems effectively.
• Maintain accurate notes, schedules, reports, and operational documentation within agency software platforms.
• Foster teamwork and professionalism throughout the organization.
• Perform additional duties as assigned.

Requirements

• Associate degree in Healthcare Administration, Business Administration, Medical Administration, or related field preferred.
• Minimum of 2 years of experience in office administration, home care, healthcare staffing, scheduling coordination, or healthcare operations preferred.
• Previous experience in private duty home care, healthcare, senior living, or staffing preferred.
• Reliable transportation required.
• Travel is required for client visits, caregiver support, and operational tasks.
• Ability to occasionally assist outside standard office hours when operationally necessary.
• Commitment to providing compassionate, professional, and client-centered support.

Skills

• Strong organizational and multitasking skills.
• Excellent communication and customer service abilities.
• Ability to manage time efficiently and prioritize tasks.
• Strong attention to detail and follow-through.
• Professional demeanor during phone, email, and in-person interactions.
• Ability to remain calm and composed under pressure.
• Dependable, punctual, and adaptable.
• Strong computer and internet proficiency.
• Ability to maintain confidentiality and professionalism at all times.
• Ability to work independently and collaboratively within a team environment.

Technology Experience

Preferred experience with:

• Microsoft Office Suite
• Microsoft Teams
• QuickBooks Online (QBO)
• WellSky Personal Care
• Scheduling and office management systems