Administrative Assistant​/Receptionist PT

Job description:

Provides reception, office support and other assigned duties under the direction of the Community Director (CD). Answers and directs incoming calls, handles incoming and outgoing mail, greets and directs visitors, assists residents and others with appropriate reception and administrative duties. Processes resident services billing, including private pay, county and state billing and other related duties. May create and coordinate staff scheduling, and other assigned duties as requested by CD.

Administrative Assistant reports to CD.

• Supports day-to-day building, staff and resident operations as requested.
• Maintains building and other records, filing, and other office-related duties in an organized manner.
• Ensures welcome reception of residents and visitors and answers questions or directs them to the appropriate person.
• Answers phone with a helpful attitude and clear greeting and follows through with messages.
• Responds to medical, maintenance, fire and security emergencies per policies and procedures.
• Assists staff with administrative duties such as copying, faxing, filing, and collating.
• Performs errands and appointments for campus and residents as needed.
• Assists CD as requested when back‑up needed.

• Prepares, reviews, and sends resident statements and other invoices for all billing receivables relevant to services provided by the company, in a timely manner and within government guidelines and company policies.
• Makes resident deposits and maintain resident records with personal funds.
• Evaluates resident’s financial status and establishes budget payment plans.
• Audits resident accounts and reviews all payer source adjustments.
• Posts payments and charges. Processes payments from private, insurance and government payors and prepares a daily deposit. Provides account follow‑up.
• Follows corporate guidelines. Maintains strict confidentiality and adheres to all HIPAA guidelines/regulations.
• Creates and coordinates staff schedules (if requested).
• Monitors requests on a day‑to‑day basis.
• Ensures the appropriate number of staff is available for each shift by responding to call‐ins and other open shifts.
• Reports changes, inconsistencies, job vacancies or scheduling concerns to the CD.
• Schedules light duty work for employees on restriction if possible and maintains confidentiality.
• Assists with new employee orientations, explains programs to report work hours, attendance and other onboarding duties as assigned, i.e., orders uniforms and badges, processes paperwork, etc.
• Identifies and resolves resident billing issues. Researches and follows up on payments.
• Contacts residents by phone to follow‑up with billing discrepancies, overdue accounts, make corrections and resubmit claims as appropriate.
• Follows and reports status of delinquent accounts to corporate office. Reviews accounts for possible collections, prepares information and makes recommendations to corporate office as assigned.
• Cross‑train as a caregiver to assist when needed in caregiving areas.
• Job may entail time frames of on‑call responsibilities.
• Performs additional duties as requested by CD.

• Customer Focus. Responds to customer needs in a timely and courteous manner. Treats customers with dignity and respect. Deals with confidential information appropriately.
• Communication. Have good listening skills. Communicates in a clear and concise manner. Keeps others informed and shares information appropriately.
• Problem Solving. Assesses what needs to be done and responds accordingly. Suggests solutions to problems. Makes good decisions.
• Teamwork. Cooperates and puts forth a good effort to achieve the work group’s goals. Offers to assist co‑workers. Appreciates individual differences and is willing to accept others’ opinions.
• Dependability. Meets attendance and punctuality expectations. Follows responsibilities through to completion. Accepts responsibility for his/her decisions and actions.
• Safety. Uses proper body mechanics. Follows safety policies and procedures. Ensures that work areas are orderly, clean and free of hazards.
• Productivity. Completes assignments and duties in a timely manner. Prioritizes tasks and manages time well.
• Quality Improvement. Works to prevent error and to improve processes and services.
• Must be able to work irregular hours, occasional weekends, and evenings.

• High School Diploma/GED.
• One to three years of related work experience, three to five preferred.
• Computer and telephone operations experience.
• Solid knowledge of basic Microsoft applications; organizational skills; high level of accuracy and attention to detail; strong customer service and interpersonal skills.