Executive Administrative Assistant

POSITION TITLE:   Executive Administrative Assistant
DEPARTMENT:      Office of the CEO
COMPENSATION: Open to Negotiate

COMPANY DESCRIPTION:

Omega Home Care is a leading provider of home care services dedicated to improving the quality of life for individuals in need of assistance. With a commitment to compassion, professionalism, and excellence, we offer a wide range of personalized care solutions tailored to meet the unique needs of each client. Our team of skilled professionals delivers compassionate care, allowing individuals to remain independent and comfortable in the familiar surroundings of their own homes.

POSITION SUMMARY:

The Executive Administrative Assistant is responsible for managing various administrative and billing-related tasks within the Office of the CEO. This role involves preparing billing data, managing client accounts, organizing schedules, and providing administrative support to ensure smooth operations. The assistant will work closely with staff, handle correspondence, process documents, and maintain records with a high level of confidentiality.

ESSENTIAL JOB DUTIES:

• Create and maintain a tickler file for all expired certifications and employee-related documentation.
• Communicate with staff to obtain updated items and ensure employee and client folders are up to date with required documentation.
• Sort and distribute incoming mail to appropriate parties.
• Schedule and coordinate meetings, book conference rooms, create agendas, and take professional meeting notes.
• Monitor the LTSS billing system for missed clock-outs and report to the Program Manager.
• Utilize technology to create professional Excel and Word documents and offer solutions to automate tasks and improve workflows.
• Assist with bi-weekly payroll process by collecting timesheets and verifying clock-in and -out totals.
• Support in planning staff and employee outings.
• Ensure office supplies are well stocked and order supplies as needed.
• Report any office equipment issues and resolve them promptly.
• Process invoices and track records accurately.
• Resolve LTSS billing errors and process weekly billings in the LTSS system.
• Assist the Executive Director with maintaining off-site filing systems bi-weekly.

QUALIFICATIONS:

• Bachelor’s degree in accounting or finance desired.
• Three to five years of experience as an administrative or billing assistant.
• Excellent organizational skills to manage multiple priorities while remaining calm and professional.
• Ability to work effectively with diverse groups of people.
• Experience in tracking, organizing, and maintaining databases.
• Strong commitment to confidentiality due to the sensitive nature of materials and information handled.
• Proven ability to suggest workflow or system efficiency improvements.
• Capacity to work independently, be self-directed, and flexible.
• Excellent prioritization skills with the ability to perform tasks accurately in a high-volume environment.
• Proficiency in verbal and written communication.
• Technologically savvy with the ability to adapt to new tools and resources.
• Resourcefulness in finding solutions and making decisions in the best interest of the company.
• Strong time management skills and strategic planning abilities.
• Detail-oriented with problem-solving and critical thinking skills.
• Active listening abilities to discern and respond to various cues effectively.Ability to work at a high-volume level of accuracy

Omega Home Care is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other protected status under applicable laws. We comply with all relevant employment laws and regulations, including but not limited to the Fair Labor Standards Act (FLSA), the Americans with Disabilities Act (ADA), and state labor laws.

Omega Home Care values diversity, inclusivity, and equity in our workforce. We encourage individuals from all backgrounds to apply.