Front Desk Administrative Assistant

About Confidence

We at Confidence believe that giving the people we serve the best care they deserve is our number one objective. By creating spaces where our employees feel accepted and valued members of the mission, we work hard to ensure CHR is an atmosphere centering acceptance that allows employees to do their best job in supporting the people we serve people of varying abilities and support needs can come in and get required wrap around services in a way that's financially accessible to them.

Started in 2004, Confidence Health Resources consistently strives to be a hub where Nevadans with disabilities are supported in meeting their health care needs. We aim to be the number one in this industry when it comes to person centered care by choosing the right professionals and encouraging them within a culture that embodies respect, confidence, quality care and dignity for every member of staff and every individual we serve.

About

the Position

Reporting to the Administrator, the Front Desk Administrative Assistant will be responsible for leading CHR's Front Reception Desk, facilitating efficiency and clarity in CHR filing and organizational systems, supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process, and playing an active role in ensuring a safe and healthy work environment here at CHR.

This is a full time, hourly position.

Responsibilities Leading CHR's Front Reception Desk

Maintaining smooth operation of CHR's Front Desk is pivotal to supporting the work of CHR caregivers and leadership in encouraging and uplifting the individuals who are part of our SLA program. This includes:

• Consistent performance of key clerical tasks such as
  • Faxing communications with SRC, Public Guardian's office, pharmacies and other relevant stakeholders as needed
  • Emailing
  • Copying
  • Filing
  • Updating trackers and project management tools
  • Opening and closing the office building
  • Greeting and assisting visitors in the office
  • Signing for medicine deliveries
  • Ensuring a clean, organized office environment that is inclusive and welcoming to everyone who walks in the door
  • Creating and distributing memos when requested
  • Maintain up-to-date contact lists (doctors, programs, SRC, Public Guardians, etc)
• Triaging calls on behalf of CHR Leadership from fellow colleagues, SRC Coordinators, Guardians, and Family members of individuals we serve support from CHR leadership on a variety of concerns, all to be handled with appropriate confidentiality and discretion
• Facilitate the balancing of petty cash ledgers for every individual in the SLA program each week by
  • Distributing weekly grocery/personal needs/recreation funds in the form of written checks to individuals (or staff members on their behalf) as they are written each week
  • Regularly updating a tracker of checks written out to each of individual, noting the check numbers, amounts, and the individual/staff member who picks them up
  • Regularly updating petty cash forms to document money spent, keeping track of receipts as timely as possible in accordance with relevant State and regional requirements
• Performing tasks as assigned to help facilitate the hiring process of new staff members including
  • Conducting reference checks
  • Starting new employee files
  • Coordinating with new hires the process of new employee paperwork and fingerprinting

Facilitating efficiency and clarity in CHR filing and organizational systems

• Develop and consistently maintain a clear and intuitive filing system to organize information pertaining to the individuals we serve in accordance with requirements from relevant State and regional agencies
• Ensure that all homes have copies of necessary forms (updating as needed) to document things such as progress trackers and medication administration records (MARs) to time sheets and sign in forms
• Support CHR Administrative leadership in maintaining clear and intuitive systems to organize information pertaining to CHR employees, ensuring that we can proactively ensure employee file compliance and current staff training in accordance with requirements from relevant State and regional agencies
• Ensure that all employee files are clearly ordered and contain all the required information and up-to-date training certificates as required by the State and regional agencies

Supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process

• Supporting the timely payroll and billing operations of Confidence which includes…
  • Support CHR Administrative Leadership in collecting, making copies of, and neatly collating the paperwork from each home to assist in timely processing of bimonthly payroll including tracking and record attendance completion of the Daily Work Log each day for houses as another source of checks & balances
  • Conducting thorough and regular preliminary audits of timesheets and sign in logs for all office and home care personnel to be reviewed by either the Administrator or the Associate Director of…