Home Care Administrative Assistant, Bremerton

Purpose of Position

Under immediate supervision, provides clerical support and other personnel related duties. Interaction with staff, customers and public is an integral part of this position. After initial guidance, employee performs recurring assignments without specific instruction and resolves day to day problems under available guidance. Assistance is readily available on unusual or questionable transactions. The Supervisor spot checks the work, or it is reviewed in the course of subsequent processes. In offices with more than one Admin. Assistant duties will be split between supervisors.

Essential Duties and Responsibilities

Human Resources

Recruiting:

Coordinate with homecare supervisors/program manager to recruit caregivers (CGs) as needed, e.g. job fairs, post flyers, advertising, etc.

Pre-screening CG applications, complete WATCH background check for candidates ready to be interviewed by homecare supervisor;

Process WATCH, BCCU background checks & Character, Competence, Suitability (CCS)as needed;

Conduct reference checks; and

Set up and/or conduct orientation training for new employee(s) and ensure all required documentation is completed and signed by new employee(s) before new hire is available for work.

Personnel Files:

Collect and complete personnel file within 1 business day of hire date noting completion date and time;

Input new employee into ClearCare database within 2 business days of hire;

Submit required documentation for new employee to payroll specialist at KWA headquarters within 3 business days of hire;

Maintain current CG personal information address, email, phone, etc. in ClearCare & inform Payroll of address changes;

Process all terminated personnel files and notify payroll specialist of termination within 3 business days of termination; and

Maintains CG files and prepares them for audit.

Training & Tracking:

Schedule required CG trainings with the Training Partnership within time deadlines with proof of documentation in personnel files & ClearCare;

Keep Supervisor(s) & CGs informed & reminded of training dates;

Complete CG application for the Prometric testing & Home Care Aide (HCA) certification with the CG;

Tracks all driver's licenses, ID's, automobile insurances, training certificates & background checks are current for all CGs in both personnel file & ClearCare;

Assists IHC Supervisor to maintain an updated list of available/substitute CGs; and

Assists, as needed, to train KWA new hires/office assistants.

Depending upon assignment, performs one or more of the following:

Answers all incoming calls, maintain a record of essential calls & inquiries, connecting callers to the office, department or person requested;

Responsible for phone service and messages involving the answering service;

Meets and greets customers, public and KWA staff at the office and escorts them to the appropriate person or persons;

Responds to clerical needs and assignments as directed;

Assists in locating and compiling data for reports;

Operates and cares for commonly used office machines and equipment. Coordinates and documents service calls for all office equipment;

Maintains, cleans and stocks office kitchen as needed;

Clean & maintain office by removing trash, cleaning windows and vacuuming office, may also need to pick up trash in parking area, as needed;

Maintains adequate office and personal protective equipment (PPE) supplies;

Manage office purchase card per KWA Purchase Card Policy, as needed;

Represent KWA internally and externally on committees and work groups only as directed by Director of IHC, Regional Manager or supervisor;

Process & supervise work for any "volunteers" & other service related individuals;

Attend all required trainings;

Be familiar with the WAC's, Statement of Work & contract regarding CG & KWA requirements for their particular office; and

Be familiar with the SEIU bargaining agreement regarding CG requirements.

Assist to process unemployment & L&I claims:

Forward unemployment claims to HR within 1 business day of receipt;

Collect/file all Incident/Accident Reports from homecare supervisor;

Provide HR with all necessary information needed to process L&I claims within 2 business days of being notified of incident/accident; and

Assist in work assignments for L&I claimant released to office or CG light duty.

Audits

Assists with CT file maintenance and CT file audit preparation, as needed; and

Familiar with and use the "Monitoring Tool" to prepare CG files for audit.