Administrative Assistant

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 is responsible for assisting with office administration, caregiver recruiting and onboarding support, scheduling coordination, client communication, operational workflow management, and field support activities. The ideal candidate is highly organized, detail-oriented, compassionate, and capable of multitasking in a fast-paced healthcare environment. This position serves as a central communication point between office staff, caregivers, clients, and management while helping ensure smooth agency operations and excellent customer service. This is an in-office and field-support role that requires professionalism, initiative, problem-solving skills, and strong communication abilities.

Reporting Relationship

Reports directly to the Supervisor / Manager and Administrator.

Responsibilities & Duties

• 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.
  
  

Required Skills & Abilities

• 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

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

Training & Experience

• 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.
  
  

Additional Requirements

• 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.