Respite Services Coordinator

Job Description – Respite Services Coordinator

Position Title: Respite Services Coordinator
Reports To: INRespite Supervisor / Administrator
FLSA Status: Non-Exempt (Hourly)
Schedule: Part-Time – 6 hours per day, 5 days per week
Compensation: Hourly rate (based on experience)

Position Summary

The Respite Services Coordinator is responsible for coordinating client enrollment, caregiver onboarding, and scheduling to ensure reliable, compliant, and high-quality respite services.

This position supports both families and respite care providers by maintaining accurate records, managing schedules, and ensuring all services are properly documented in CareSmartz360. The Coordinator must operate independently, exercise sound judgment, and uphold INRespite’s standards of professionalism and person-centered service.

Essential Duties and Responsibilities

Coordinate new client enrollment from referral through service initiation.
Collect, review, and maintain required intake documentation.
Enter and update client and caregiver records accurately in CareSmartz360.
Coordinate caregiver onboarding, ensuring all required documentation and clearances are completed prior to assignment.
Create and manage client-caregiver schedules in CareSmartz360.
Match caregivers to clients based on availability, qualifications, and service needs.
Monitor scheduling coverage and respond promptly to call-offs or schedule changes.
Follow up on incomplete documentation, visit notes, and required reports.
Maintain organized digital files and compliance records.
Communicate professionally and timely with families, caregivers, and leadership.
Protect confidentiality of client and employee information at all times.
Escalate operational or compliance concerns to supervision when appropriate.
Uphold INRespite’s mission of compassionate, respectful, and person-centered service delivery.

Work Environment

This is primarily an administrative role performed in an office or remote setting.
The position requires regular use of a computer, phone, and scheduling software (CareSmartz360).
May require occasional in-person meetings or coordination activities.

Meal and Rest Breaks (California Compliance)

INRespite complies fully with all California wage and hour laws regarding meal and rest breaks.
Employees who work more than five (5) hours in a day will receive a 30-minute unpaid meal period, unless the total workday is six (6) hours or less and both the employee and employer mutually agree in writing to waive the meal period.
Employees are also provided paid rest periods of at least ten (10) minutes for every four (4) hours worked (or major fraction thereof), in accordance with California law.

Education and Experience

High School Diploma or equivalent required.
Minimum of one (1) year of experience in scheduling, healthcare coordination, administrative support, or related field preferred.
Experience using care management or scheduling software strongly preferred.
Must be proficient in computer use, email communication, and digital documentation systems.

Skills and Competencies

Organization: Manages multiple priorities and maintains accurate records.
Independence: Works effectively with minimal supervision.
Communication: Communicates clearly and professionally in writing and verbally.
Attention to Detail: Ensures accuracy in scheduling and documentation.
Problem-Solving: Responds calmly and effectively to scheduling changes and operational challenges.
Confidentiality: Maintains strict confidentiality of sensitive information.

Minimum Requirements

Must be 21 years of age or older at the time of hire.
Must pass a criminal record clearance through the California Department of Justice.
Must demonstrate proficiency with computer systems and scheduling software.
Must be available to work scheduled part-time hours consistently.
Must be able to perform essential job functions with or without reasonable accommodation.

Compensation and Benefits

Hourly compensation based on experience.
Paid training (if applicable).
Overtime pay in accordance with California labor laws.
Compliance with all wage, hour, and break requirements under California law.

Equal Employment Opportunity

INRespite is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected characteristic as defined by applicable state and federal law.