Office Associate- View Nursing Home

Office Associate

The Office Associate provides support to the Nursing Home Administrator and assists in all departments as needed. The position performs fiscal, secretarial, and administrative duties that relate to the business operations of the Nursing Home. The work may require independence of action or work in a team environment in the application of office guidelines to assigned tasks. This position is full-time, 40 hours per week and requires a weekly work schedule during normal business hours of operation with a weekend rotation.

When working a full weekend (Saturday and Sunday) the position will have one (1) weekday off the week prior to and (1) weekday off the week following the weekend with the exact days determined by business needs.

Essential duties and responsibilities including the following:
Perform front desk receptionist duties and maintain a professional demeanor representing Pleasant View Nursing Home. Support and assist the Nursing Home Administrator and all other departments when directed; including committees and Pleasant View's Foundation as needed. May serve as a liaison between departments, staff, committees and the community as needed.

• Assist in the preparation of any communication and coordination of meetings when necessary.
• Handle confidential and sensitive information in a professional manner.
• Sort and forward incoming faxes, emails and/or other important information immediately to necessary parties.
• Operate a multi-line telephone system that may include switchboard, extensions and wireless phones.
• Triage incoming calls and send calls to the appropriate staff or voice mail.
• Transcribe and/or type letters, memos, reports, minutes, confidential correspondence and related business materials as needed.
• Sort, index, and file records and materials from various departments.
• Compose routine replies to general inquiries and correspondence.
• Compile data and information to assist in the billing process if appropriate.
• Sort incoming and outgoing mail for the facility and residents. Assist with preparing and mailing packages for residents.
• Maintain business calendar and reservations for the use of Conference rooms, Community room, Club 48 and any other rooms in the facility that may be used. Detect any overlapping reservations and act quickly to resolve.
• Monitor the facility's areas of posted materials to ensure information is kept up-to-date.
• Monitor areas of the facility to ensure the environment is professional in appearance for residents, families and visitors.
• Other such duties and responsibilities as may be assigned from time to time by all departments.

Resident Rights

• Maintain the confidentiality of resident health care information in accordance with HIPAA regulations and facility policy.
• Uphold Resident Rights
• Reports allegations of resident abuse or neglect immediately to the Administrator. Safe guard the resident from harm.

Personnel Functions

• Understand and follow the Pleasant View and Green County Employee Handbooks.
• Follow facility guidelines and read updates, memos, and educational sessions.
• Fulfill work schedule by arriving to the work station at the start of the shift. Meet attendance standards.
• Communicate concerns, questions, frustrations and complaints to the supervisor in a timely and confidential manner. In the event that this communication is not resolved, communication of this will be presented to the Administrator.
• Develop and maintain a good working rapport with personnel within the business office department and other departments within the facility.
• Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the department and facility.
• Understand that performance and conduct reflect positive customer service to internal and external customers.
• Upholds the privacy and confidentiality of resident information at all times.
• Attend all mandatory in-services or completes the make-up session in a timely manner.
• Attend and participate in unit meetings, department meetings and other meetings as assigned.
• Use the facility computer for resident documentation only. Understand that the computer is facility property and is not to be used for personal use for any reason or method.
• Understand that job performance will be reviewed for a clear understanding of expectations.
• Understands that job performance that does not meet standards and guidelines may result in disciplinary action up to and including termination.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience

• High school diploma or general education degree (GED); six months related experience and/or training; or equivalent combination of education and experience.
• Working knowledge of computer hardware and software applications. Using programs such as Word Perfect…