Human Resources and Payroll/Billing Assistant
Human Resources and Payroll/Billing Assistant
Job Classification: Salary
REPORT TO: Clinical Administrator and/or Clinical Coordinator
JOB SUMMARY:
Human Resources and Payroll/Billing Assistant is responsible for overall office operations and is accountable for all personnel, both office and field staff as it relates to recruiting, paraprofessional scheduling and general office functions of the agency.
QUALIFICATIONS:
Education/Job Requirements Associates/Bachelor Degree in Business Management, Human Resources or Administration; (may substitute Degree requirement with a combination of education/experience; and minimum of 2 years of experience as Homecare Manager and/or managing sales, customer service, and human resources functions within an office setting.
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- Must demonstrate satisfactory completions of any stated mandated training.Proficient in Computer Skills (E-mail/ Electronic Medical Records Documentation)
Applicant must be bondable and meet or exceed minimum qualifications for each of the following background checks:
1.) Criminal Background Investigation
2.) Motor Vehicle Driving Record
3.) Credit History
4.) Professional and Personal Reference Checks
5.) Give permission to submit to random drug and alcohol testing.
6.) Must have reliable transportation and fulfill assignments with reliability and punctuality.
7.) Must have a valid driver's license and automobile insurance (If Applicable)
Language Skills
Must be able to follow verbal and written instructions and document services provided. Must be genuinely concerned about helping people and have high moral standards of honesty and integrity.
Management Responsibilities:
On Boarding Process – implements and executes active, ongoing recruitment strategies to attract the best field staff and agency office staff
Recruiting and Staff Management responsibilities include:
1. Helps recruit and staff agency needs;
2. Attends recruiting and job fairs when applicable;
3. Recruits from vocational schools throughout designated area;
4. Receives, Files, and Create/Maintain Report of Disciplinary Actions
5. Receives, Files, and Create/Maintain Report of appropriate hiring and/or termination recommendations and notifies the Human Resources Department of staffing needs.

Human Resources:
1. Follow-up with responses of employee verification, child support, and additional documents in relation to employees personnel files.
2. Assist and Manage employee’s paid time off by reporting to payroll department any requests and/or discretions
3. Assist and Manage employee’s benefits, including 401K, Life Insurance, and Health Insurance Coverage (if applicable)
Scheduling:
1. Manages Office Personnel Schedule
2. Assist Clinical Team and Clinical Administrator with ensuring all client’s schedule are up-to-date
3. Ensures that requests for homecare service are filled promptly , and scheduled into computer in a timely manner Ensure that homecare schedules are complete and accurate in computer
4. Reviews agency electronic health system records daily to ensure that all staff are at clients as scheduled. Follows up immediately on any discrepancies.
5. Initiate On-Boarding Process of all New Hire Schedule.
6. Coordinates with Clinical Team of New Hire Start Dates.
7. Reviews all caregivers clock-in/clock-out and/or timesheets daily in preparation for payroll, and billing approvals
8. Reports any client or staff issues to supervisor promptly
9. May participate in administrative on call backed up by professional staff for client/family issues.
10. Willing to be available with rotation of OnÂCall /After hours for staffing support and onboarding new clients.

Sales and Marketing responsibilities include:
1. Manages and Tracks all agency client referrals
2. Participates in community events including roundtables, charity, health, and chamber events;
3. Manages and Supervises Call leads with office personnel and Clinical Coordinator and Clinical Administrator in a timely matter and follows up with all leads weekly if needed
4. Leverages relationships with clinicians in local area;
5. Documents all activity into applicable software system including leads, sales calls, follow up and notes.
6. Builds and cultivates relationships with the community, professional organizations, key influencers and customers/clients to build a consistent pipeline for referrals and recruitment.

7. Confirms and Coordinates with office personnel with scheduling and management of all 60-Day Supervisory visits and ensures all clinical notes are completed within agency documentation policy.
8. Manages Care Specialist responsibilities, such as communication with current and previous clients for holidays and birthdays;
9. Documents communication with family or clients in applicable software system.
10. 
Identifies staff to ensure that clients receive the highest quality of care in accordance with applicable laws/regulations and company policies, procedures and service standards.

Payroll responsibilities include:
1. Manage office personnel with completion of their assigned tasks to submit to payroll.
2. Assist with On-Boarding Process for Payroll Department.
3. Assist New Hires with entering their information into agency’s selected HR/Payroll System.
4. Manually complete data entry payroll information into agency’s selected HR/Payroll ystem if needed
5. Receive and Report Employee Payroll Issues
6. Report employee’s and/or resolves questions, errors and disputes.
Uses effective leadership skills to motivate and support staff in the development of a cohesive team.

Budgeting responsibilities include:
1. Manage the responsibility of HR Assistant submitting and maintaining Office Supply Budget and Forecasts
2. Manage Office Personnel with maintaining regular inventory of Office Supplies
Employee must exhibit strong leadership skills which includes the following:
- Taking control of a situation when necessary.
- Reacting well under pressure and maintaining a calm atmosphere.
- Showing initiative.
- Motivating others to perform well.
- Always displaying a positive attitude.
Employee must exhibit strong judgment skills which includes the following:
- Displaying willingness to make decisions.
- Exhibiting sound and accurate judgment.
- Supporting and explaining reasoning for decision
- Making timely decisions.
Employee must exhibit strong innovation skills which includes the following:
- Displaying original thinking and creativity
- Meeting challenges with resourcefulness.
- Generating suggestions for improving work.
Employee must exhibit strong planning and organizational skills which includes:
- Prioritizing and planning work activities.
- Using time efficiently.
- Planning for additional resources.
- Integrating changes smoothly.
- Setting goals and objectives.
Employee must demonstrate strong adaptability skills which includes:
- Adapting to changes in the work environment.
- Managing competing demands.
- Accepting criticism and feedback.
- Changing approach or method to best fit the situation.
- Accepting additional responsibility/workload willingly.
- Finding solutions, not obstacles, to workplace demands.
Competencies/Reasoning Ability:
Must satisfactorily complete IBH training and orientation program(s). Must accept responsibility for learning and adhering to IBH policies and procedures, be able to function in the office setting with minimal direct supervision and maintain satisfactory relationships with administrative staff, patients, and family members.
Working Environment: Must be willing to work in a face-past office setting with delightful attitude.
Position Physical Demands:The work requires heavy physical exertion on a regular and reoccurring basis. Employee must be able to lift greater than 50 pounds during scheduled shift without difficulty or restrictions. Employee must be able to complete all assigned tasks without assistance of others. Additional physical demands include the following:
- Driving
- Walking
- Standing for long periods of a time
You are regularly required to sit, talk, hear and required to reach and lift as described in scheduled shift duties.IBH requires all employees prior to any offer of employment being extended to successfully pass a state mandatory criminal background check.
IBH is prohibiting from hiring and or retaining any individual(s) with a prohibited conviction or Department of Aging ineligibility determination. As described below:
As required under PA Code § 611.52. (e) Prohibition.The home care agency or home care registry may not hire, roster or retain an individual if the State Police criminal history record reveals a prohibited conviction listed in 6 Pa. Code § 15.143 (relating to facility responsibilities), or if the Department of Aging letter of determination states that the individual is not eligible for hire or roster.