Business Office Administrative Assistant

Job Details

Job Location:

Artesia, CA 90701

Salary Range: $20.50 - $25.75 Hourly

We are looking for a Full-Time Administrative Assistant to join our Business Office. The ideal candidate is organized, detail-oriented, and enjoys helping others. If you have strong communication skills, provide compassionate customer service, and take initiative in keeping day-to-day business operations running smoothly, we’d love to hear from you.

Monday through Friday

8:00 AM - 4:30 PM

Weekends off and 6 paid holidays off annually

The purpose of this position is to provide administrative support to maintain a highly efficient and organized work environment and to assure quality management of records and documentation for the front office.

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the positions if the work is similar, related or is an essential function of the position.

• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Answer a high volume of calls; provide information to callers, take messages or transfer calls to appropriate individuals.
• Manage incoming/outgoing mail and faxes daily.
• Receive payments and donations; enter donations into the receipt book and prepare payments for payroll.
• Assist with reviewing donation correspondence in preparation for donations to be printed onto Messenger.
• Send donation receipts and thank you letters to donors.
• Manage the petty cash transactions and assist with billing (A/R).
• Prepare the end-of-month cash deposit for the Payroll Coordinator by balancing cash from the cash drawer and safe backup, creating new logs for each month.
• Assist the Payroll Coordinator with nursing hours reports by interfiling and scanning documents.
• Assist gift shop customers.
• Maintain files for active and discharged residents.
• Prepare and mail SNF Exit Letters to families of expired residents.
• Update and distribute face sheets for SNF residents.
• Assist in the preparation of all documents for new SNF admissions.
• Create, maintain, and enter information into databases, including Voice friend, Call Lists, and facility maps.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents.
• Operate office equipment, such as fax machines, copiers, or phone systems, and arrange for repairs when equipment malfunctions.
• Maintain the organization’s calendars, events, and outgoing notices by utilizing programs like Base Camp and Voice Friend.
• Monitor office supplies inventory, including stamps.
• Order and maintain office supplies and any additional Amazon or other vendor orders for the organization.
• Prepare and collect the Life Enrichment Program’s budget monthly (for AL, MCC, and SNF departments).
• Schedule and confirm appointments for HR, clients, customers, and Directors as requested. Enter information into Basecamp.
• Make copies of forms, packets, brochures, and other documents for the Business Office.
• File various forms, documents, or correspondence into personnel and employee health files.
• Assist in the preparation of all documents for new employees.
• Handle guest and employee meal tickets (charges).
• Enter resident charges into Matrix Care for A/R staff.
• Run MVR checks annually for all ACH drivers (employees and volunteers)
• Assist the HR team with various HR tasks.
• Schedule and coordinate Board meetings and events, preparing agendas, packets, and minutes for distribution.
• Serve as the primary point of contact…