Operations SpecialistAs an Operations Specialist, you will be an integral part of the team, contributing to the seamless functioning of various office operations. This multifaceted role requires a versatile professional with expertise in customer service, personnel, and operations support. The successful Operations Specialist will excel in a dynamic environment, demonstrating the ability to handle diverse tasks efficiently.Location: San Jose, CACompensation: $21/HR, + Incentive PotentialBenefits Overview:Health, Dental, Vision Insurance401(k) Savings Plan with Employer MatchingEmployee Stock Purchase PlanCompany-Paid Life InsurancePaid Holidays, Paid Vacation Days, Paid Sick DaysOpportunities to advance and grow professionallyEssential Job Functions:Act as a point of contact for inquiries, providing exceptional service and fostering positive relationships with a diverse range of individuals, including patient families, caregivers, colleagues, and external stakeholders.Collaborate with teams to enhance overall customer satisfaction and experience.Physician signature management:Track and obtain signed plans of care (POCs) from ordering medical personnel (e.g., Physician, Nurse Practitioner)Manage physician order tracking in myUnitySupport clinical team in assembling initial POC packets and submitting for timely signaturesAssemble and submit re-certification POC packets with required paperwork and request physician approval on behalf of clinical teamsLocation Support:Assist with coordination of day-to-day office operations, ensuring a well-organized and efficient workspaceManagement and maintenance of documentation and recordsSubmission and tracking of requested documentation and recordsCoordinate logistics for meetings, events, and office functionsOversee office supplies, equipment, and facilities to maintain optimal functionalityAssist in answering incoming calls and ensuring accurate messages are taken and given to the appropriate staff memberMail distribution to appropriate staff member or departmentProcess invoices according to branch location guidelinesPerform other duties as needed to support location needsPersonnel Support:Support various personnel functions, including onboarding, offboarding, and record-keepingCoordinate fingerprinting needs for any relevant contracts to ensure timely completionAssist with recruiting activitiesEnsure the security, accuracy, and completeness of caregiver personnel files to include:Verifying and maintaining caregiver credentials (licenses and certifications)Creating and providing monthly evaluation and skills report to Director(s)Serve as a backup to payroll processes during the absence of the Client Service Supervisor or Executive Director, as needed, ensuring continuity and accuracy in payroll operationsRequirements:High school diploma or GEDTwo (2) years general office experienceProficient typing skillsProficient Microsoft Office skillsPreferences:Private duty, home care, or health care experienceAdvanced Microsoft Excel skillsOther Skills / Abilities:Must always maintain company and employee confidentialityMust maintain professional boundaries at all timesAbility to remain calm and professional in stressful situationsAttention to detailTime ManagementEffective problem-solving and conflict resolutionExcellent organization and communication skillsPhysical Requirements:Must be able to speak, write, read, and understand EnglishOccasional lifting, carrying, pushing, and pulling of up to 25 poundsProlonged sitting, walking, standing, bending, kneeling, reaching, twistingMust be able to sit and climb stairsMust have visual and hearing acuityEnvironment:Performs duties in an office environment with occasional field visits during agency operating hoursMust be able to function in a wide variety of environments which may involve exposure to allergens and other various conditionsOther Duties:Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.Vaccine Requirement: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.Equal Employment Opportunity and Affirmative Action:Aveanna provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Aveanna complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.