Operations Specialist

Position Overview

The Operations Specialist plays a vital role in supporting the day-to-day clinical operations of the branch while delivering exceptional service to both internal teams and external partners. This position is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment and enjoys being a key point of connection between caregivers, leadership, and corporate teams.

Key Responsibilities

Payroll & Financial Operations

• Accurately enter and process weekly caregiver timesheets to support timely payroll and billing

• Audit payroll reports, identify discrepancies, and make necessary adjustments in accordance with company guidelines

• Prepare, maintain, and close weekly payroll files

• Ensure timesheets and nursing documentation are complete and submitted to Corporate Billing on schedule

• Review weekly net profit reports and communicate findings to leadership

• Serve as the primary point of contact for caregiver payroll questions

• Build strong, collaborative relationships with the Corporate Payroll team

People & Personnel Support

• Support caregiver onboarding and assist with recruiting activities as needed

• Maintain secure, accurate, and up-to-date personnel files

• Verify and track caregiver licenses, certifications, and credentials

• Prepare and distribute monthly evaluations and skills reports for leadership

• Coordinate workers’ compensation claims and return-to-work processes with Corporate Risk Management and Leave of Absence teams

• Partner with People Services on unemployment claims

• Act as a trusted resource for caregiver questions related to benefits, policies, procedures, and education

Caregiver Coordination

• Develop and maintain caregiver orientation schedules

• Maintain an accurate and current caregiver contact database

• Review and confirm weekly schedules to ensure operational accuracy

• Distribute monthly schedules to patient homes in accordance with branch guidelines

Office & Administrative Support

• Scan, file, and manage documentation and records

• Answer incoming calls, route messages accurately, and support front-office communication

• Distribute mail and process invoices

• Order office supplies and support general office needs

• Assist with special projects and operational initiatives as assigned

Qualifications

Required:

• High school diploma or GED

• Strong typing and computer skills

• Proficiency with Microsoft Office

Preferred:

• Payroll and/or Human Resources experience

• Experience in home care, private duty, or healthcare environments

• Advanced Microsoft Excel skills

• Minimum of two (2) years of general office experience

Skills & Competencies

• Commitment to confidentiality and professionalism

• Ability to remain calm and solution-focused under pressure

• Strong attention to detail and time management skills

• Effective problem-solving and conflict-resolution abilities

• Excellent organizational and communication skills

Physical & Work Environment Requirements

• Ability to read, write, speak, and understand English

• Ability to lift and move up to 25 pounds occasionally

• Ability to sit, stand, walk, bend, kneel, reach, and climb stairs as needed

• Visual and hearing acuity sufficient for office and field work

• Primarily office-based with occasional field visits; exposure to varying environments, including potential allergens

Additional Information

This job description outlines the general nature of the role and is not intended to be an exhaustive list of duties. Responsibilities may evolve based on business needs.

Vaccination Requirement

As an employer participating in Medicare and Medicaid programs, employees must comply with applicable health and vaccination requirements, subject to approved medical or religious exemptions.

As an employer accepting Medicare and Medicaid funds, employees must comply with all health-related requirements in all relevant jurisdictions, including required vaccinations and testing, subject to exemptions for medical or religious reasons as appropriate.

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