What are the responsibilities and job description for the Administrative Assistant (Part-Time) position at Adorable Options Inc?
About the Role
New Providence Home Healthcare Services (NPHHS) is a family-run Pennsylvania provider of home and community-based services for individuals with intellectual disabilities and other support needs, including a licensed group home.
We are seeking a reliable, organized Administrative Assistant to support the Administrator, assist Direct Support Professionals (DSPs), maintain schedules and documentation, and help ensure our office and group home operations run smoothly.
Key Responsibilities
- Assist the Administrator with calendars, calls, emails, reminders, and document preparation.
- Periodically update DSP schedules, communicate approved changes, and flag staffing gaps or scheduling conflicts.
- Serve as a primary contact for DSP questions regarding schedules, HHAeXchange electronic visit verification (EVV), and routine operational issues.
- Troubleshoot basic EVV issues, document requests, and escalate unresolved problems.
- Visit the field and Group Home #1 weekly to check documentation, attendance records, logs, supplies, and basic safety items.
- Maintain organized staff files, group home binders, and shared electronic records.
- Track staff training, certifications, background clearances, and expiration dates; send advance reminders and follow up on missing documents.
- Assist with policy distribution, staff acknowledgments, incident reporting, and inspection readiness.
- Submit a weekly report covering staff requests, schedule changes, EVV issues, completed visits, missing documentation, and outstanding tasks.
- Protect confidential client and staff information in accordance with HIPAA and applicable Pennsylvania requirements.
Requirements
- High school diploma or equivalent.
- At least one year of administrative, office, scheduling, operations, or customer service experience.
- Lives in or near Lancaster County, PA.
- Valid driver's license and reliable transportation for weekly field and group home visits. Work-related mileage is reimbursed at an agreed rate.
- Comfortable with email, calendars, spreadsheets, shared drives, and mobile applications.
- Strong communication, organizational, follow-through, and problem-solving skills.
- Able to work independently and maintain confidentiality.
- Able to complete applicable Pennsylvania background checks and required clearances.
- Willing to complete required orientation and ongoing training.
Preferred: Experience in healthcare, home care, disability services, group homes, DSP scheduling, HHAeXchange, or regulatory documentation. CPR/First Aid certification and bilingual skills are a plus.
Schedule & Scope
Approximately 15 hours per week on agreed-upon days, including office work, one weekly field visit, and one weekly visit to Group Home #1.
This is an administrative support role. The employee does not directly supervise DSPs, make clinical decisions, approve payroll or billing, or lead incident investigations. Schedule changes requiring authorization must be approved by the appropriate manager.
How to Apply
Submit your resume, a brief note explaining your relevant experience and availability.
Employment is contingent upon applicable background checks and required clearances.
NPHHS is an equal opportunity employer.
Pay: From $15.00 per hour
Expected hours: 15.0 per week
Work Location: In person
Salary : $15