Operations Specialist

Aveanna Healthcare - Olyphant, PA

Full-time

Olyphant, PA

Nursing and Residential Care Facilities

About the position

The Operations Specialist plays a crucial role in ensuring that both internal and external clients receive exceptional customer service related to the clinical operational support activities of the branch location. This position encompasses a variety of responsibilities, primarily focused on payroll activities, personnel management, caregiver coordination, and office support. The Operations Specialist is expected to maintain a high level of professionalism and confidentiality while managing multiple tasks efficiently. In terms of payroll activities, the Operations Specialist is responsible for the weekly entry of timesheets for caregiver staff visits, which directly impacts billing processes. This includes auditing weekly payroll reports, making necessary payroll adjustments, and ensuring that payroll is processed and closed each week according to established guidelines. The role also involves preparing and maintaining payroll files, reviewing weekly net profit reports, and communicating any discrepancies to management promptly. The Operations Specialist serves as the primary point of contact for caregiver payroll inquiries, fostering a positive relationship with the Corporate Payroll department. The personnel activities aspect of the role includes assisting with caregiver onboarding and recruitment, ensuring that all caregiver personnel files are secure, accurate, and complete. The Operations Specialist is tasked with verifying and maintaining caregiver credentials, as well as creating and providing monthly evaluation and skills reports to the Directors. Coordination with Corporate Risk Management and Leave of Absence Specialists on worker compensation claims and return-to-work activities is also a key responsibility. Caregiver coordination activities involve establishing and maintaining an orientation schedule for caregiver staff, maintaining an up-to-date contact list of active caregivers, and confirming weekly schedules according to branch location guidelines. The Operations Specialist is responsible for mailing the monthly schedule to patients' homes. In addition to these responsibilities, the Operations Specialist provides office support by scanning and filing documentation, answering incoming calls, distributing mail, processing invoices, and ordering office supplies. The role may also involve performing special projects as needed, showcasing the need for flexibility and adaptability in a dynamic work environment.

Responsibilities

• Weekly time sheets entries for caregiver staff visits which generates billing.
• Audit weekly payroll reports and make timely payroll adjustments when necessary.
• Process and close payroll each week according to guidelines.
• Prepare and ensure timesheets and nursing notes for corporate billing department are processed according to guidelines.
• Prepare and maintain payroll files.
• Review and audit weekly net profit reports and communicate discrepancies to management in a timely manner.
• Be primary point of contact for location caregiver payroll inquiries.
• Establish an open line of communication and positive relationship with the Corporate Payroll department.
• Assist with caregiver onboarding activities; may be asked to assist with recruiting activities.
• Ensuring all caregiver personnel files are secure, accurate and complete.
• Verification and maintenance of caregiver credentials (licenses and certifications).
• Creating and providing monthly evaluation and skills report to Director(s).
• Coordinate with Corporate Risk Management and Leave of Absence Specialists on all worker compensation claims and return to work coordination activities.
• Coordinate with People Services on all unemployment claims.
• Be primary point of contact for caregiver questions relating to company benefits, policies, procedures, education.
• Establish and maintain an orientation schedule for caregiver staff.
• Maintain accurate and up to date contact list of all active caregivers, including mailing log.
• Review and confirm weekly schedules according to branch location guidelines.
• Mail monthly schedule to patient's home each month according to branch location guidelines.
• Scanning and/or filing of documentation and records.
• Assist in answering of incoming calls and ensuring accurate messages are taken and given to the appropriate staff member.
• Mail distribution to appropriate staff member or department.
• Process invoices according to branch location guidelines.
• Office supply orders.
• Perform special projects as needed.

Requirements

• High school diploma or GED.
• Proficient typing skills.
• Proficient Microsoft Office skills.

Nice-to-haves

• Payroll and/or human resources experience.
• Private duty, home care or health care company experience.
• Advanced Microsoft Excel skills.
• Two (2) years general office experience.