Administrative Assistant

• Human Resources Administrative Support -
  • Assists with new-hire onboarding by preparing materials, collecting required paperwork, checking documents for completeness, and routing information to the appropriate leader or HR representative.
  • Coordinates new-hire orientation schedules, materials, and logistics.
  • Maintains organized, accurate, and confidential personnel files and other HR records in designated systems and storage locations.
  • Scans, uploads, and securely transmits personnel records to the Regional HRBP and other authorized parties.
  • Tracks required licenses, certifications, training records, and documentation deadlines; sends reminders and promptly reports missing or expiring items to the appropriate leader.
  • Distributes approved team member communications, forms, and notices and tracks requested acknowledgments.
  • Routes questions involving benefits, leave, pay, employee relations, or policy interpretation to the appropriate leader or HR representative.
• Accounting and Billing Administrative Support -
  • Assists with scanning resident checks or coordinating the mailing of checks to the home office for processing, ensuring timely and secure handling of payments.
  • Assists with uploading, organizing, and maintaining required financial documentation within the Community Finance Hub to ensure accuracy, accessibility, and compliance.
  • Serves as the primary on-site point of contact for the Revenue Services Specialist (RSS), facilitating communication, coordinating requests, and ensuring timely follow-up on business office needs.
  • Provides backup assistance with LTC billing submissions and resubmissions, ensuring required documentation is complete and submitted within established deadlines.
  • Assists with the timely distribution of monthly payer statements and collection letters to residents and responsible parties, in coordination with the RSS, ensuring accurate and confidential delivery.
  • Sells meal tickets, records each transaction accurately, and processes payment by personal check or authorized payroll deduction.
  • Oversees the community p-card, ensuring receipts are turned and reports are submitted.
• General Office Administration -
  • Prepares, copies, scans, files, and distributes correspondence, forms, reports, and other administrative materials.
  • Maintains electronic and paper filing systems so authorized users can locate current, complete records promptly.
  • Enters and updates information in approved systems, spreadsheets, and tracking logs; reviews entries for accuracy and completeness.
  • Monitors office supply inventory, submits orders within approved purchasing procedures and spending limits, checks deliveries, and organizes supplies.
  • Coordinates outgoing mail, shipping, document deliveries, and routing of administrative correspondence.
  • Assists with scheduling administrative meetings, preparing meeting materials, and tracking assigned follow-up items.
  • Assist Executive Director with resident/family inquires/follow-up.
  • Coordinates service requests for office equipment.
  • Protects confidential resident, applicant, team member, and financial information; uses secure storage and transmission methods and promptly reports misplaced records or suspected unauthorized access.

• Performs other duties as assigned.

• High school diploma or GED required.
• 2+ years of administrative or office support experience required; experience with HR paperwork, billing, accounts payable, or confidential recordkeeping preferred.
• Proficiency with Microsoft Outlook, Word, and Excel and the ability to learn company HR, accounting, and document management systems.
• Strong organizational skills, attention to detail, accurate data entry, and the ability to manage multiple priorities and meet deadlines.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Effective verbal and written communication skills and professional interactions with residents, responsible parties, team members, vendors, and community leadership.

• Primarily sedentary office work involving prolonged periods of sitting and computer use.
• Ability to use standard office equipment, including a computer, keyboard, mouse, printer, scanner, and copier.
• Occasional standing, walking, reaching, bending, and lifting or moving office supplies and files weighing up to 10 pounds.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

401k + Fulltime & Part-time Benefits Packages…