Office Support Specialist in Caribou, Maine at Aroostook Home Health Services

Department: Health Services
Supervisor: Chief Operating Officer
Employment Status: Full-Time

Position Summary

The Office Support Specialist provides clerical and administrative support to ensure the efficient daily operations of the home health agency. Responsibilities include answering incoming phone calls, assisting with scheduling as needed, maintaining accurate records, supporting office staff, and completing general clerical duties. This position requires professionalism, organization, strong communication skills, and the ability to maintain confidentiality when handling client and employee information.

Essential Duties and Responsibilities

Telephone and Communication Support

• Answer incoming telephone calls promptly and professionally.
• Direct calls and messages to the appropriate staff members.
• Take accurate messages and ensure timely follow-up.
• Respond to general inquiries from clients, caregivers, families, and community partners within the scope of the position.
• Communicate professionally with clients, employees, and agency representatives.

Scheduling Assistance

• Assist the scheduling department with daily scheduling needs as assigned.
• Help communicate schedule changes, cancellations, and staffing updates to appropriate personnel.
• Assist with contacting caregivers regarding shift coverage and availability.
• Support the scheduling team with data entry, schedule updates, and related administrative tasks.
• Report scheduling concerns, staffing shortages, or urgent issues to the appropriate supervisor.

General Clerical and Administrative Duties

• Perform data entry and maintain accurate electronic and paper records.
• Assist with filing, scanning, copying, faxing, and document preparation.
• Organize and maintain office files and administrative documents.
• Assist with preparing correspondence, forms, reports, and other agency paperwork.
• Monitor office supplies and notify management when supplies need to be replenished.
• Assist with mail distribution and other routine office tasks.
• Provide general administrative support to agency departments and management as needed.

Client and Employee Support

• Provide courteous and respectful assistance to clients, families, caregivers, and office staff.
• Forward client concerns, complaints, and service-related questions to the appropriate supervisor.
• Assist with organizing employee paperwork and other administrative records as assigned.
• Follow agency procedures for documenting and communicating important information.
• Maintain a professional, welcoming, and service-oriented office environment.

Confidentiality and Compliance

• Maintain strict confidentiality of all client, employee, and agency information.
• Follow agency policies and procedures, including applicable HIPAA privacy and security requirements.
• Ensure records and documents are handled, stored, and shared appropriately.
• Report concerns or potential privacy breaches to management promptly.
• Complete required training and comply with applicable agency and regulatory requirements.

Qualifications and Requirements

• High school diploma or equivalent preferred.
• Previous administrative, clerical, customer service, or office experience preferred.
• Experience in a home health, healthcare, or human services setting is an asset.
• Strong verbal and written communication skills.
• Basic computer skills, including email, data entry, word processing, and electronic record systems.
• Strong organizational skills and attention to detail.
• Ability to multitask, prioritize assignments, and work independently when appropriate.
• Ability to work cooperatively with a team and follow supervisory direction.
• Demonstrated professionalism, reliability, discretion, and respect for confidentiality.

Physical and Work Environment Requirements

• Ability to work in a typical office environment.
• Ability to sit for extended periods and use a computer and telephone regularly.
• Ability to organize, retrieve, and manage office documents and supplies.

Performance Expectations

The Office Support Specialist is expected to:

• Answer and direct telephone calls professionally and efficiently.
• Complete assigned clerical tasks accurately and within established timelines.
• Provide dependable assistance to the scheduling team and other departments.
• Maintain organized records and communicate information clearly.
• Demonstrate reliability, teamwork, initiative, and professionalism.
• Protect confidential information and follow agency policies consistently.