Position Summary

The Administrative Assistant is responsible for providing high-level administrative, clerical, and organizational support to the Administrator and Assistant Administrator while ensuring the efficient daily operation of the administrative office. This position requires exceptional organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced healthcare environment.

The Administrative Assistant serves as one of the first points of contact for residents, families, visitors, employees, vendors, and outside agencies and is expected to represent the organization in a courteous and professional manner at all times.

Essential Duties and Responsibilities

Administrative Support

• Provide comprehensive administrative and clerical support to the Administrator and Assistant Administrator.
• Prepare, edit, proofread, and distribute correspondence, reports, meeting minutes, forms, spreadsheets, presentations, and other administrative documents.
• Maintain calendars, schedule meetings, coordinate appointments, and prepare meeting materials.
• Assist with special projects and other administrative assignments as directed.
• Maintain inventory of office supplies and place orders as needed.

Reception and Office Management

• Answer, screen, and direct incoming telephone calls professionally and efficiently.
• Greet residents, families, visitors, vendors, applicants, and outside agencies.
• Serve as the primary point of contact for general office inquiries.
• Maintain an organized, welcoming, and professional front office environment.
• Receive, sort, distribute, and prepare incoming and outgoing mail and deliveries.
• Operate office equipment including copiers, scanners, printers, fax machines, and postage equipment.

Human Resources Support

• Maintain accurate, organized, and confidential employee personnel files.
• File and maintain physician notes, FMLA documentation, insurance paperwork, benefit enrollment forms, disciplinary documentation, signed acknowledgments, policies, licenses, certifications, and other employment records.
• Assist employees with benefit enrollment, insurance questions, and required paperwork.
• Assist employees with Family and Medical Leave (FMLA) paperwork and maintain confidential leave records.
• Track employee documentation and notify supervisors of expiring licenses, certifications, or required documentation.
• Assist with new employee onboarding and orientation paperwork.
• Ensure employee records remain compliant with agency policies and applicable regulations.

Resident Administrative Support

• Process resident admissions, transfers, and discharges.
• Maintain resident administrative files in accordance with agency policies and HIPAA requirements.
• Assist with maintaining Medicaid, Medicare, Social Security, insurance, and other resident documentation.
• Maintain confidential resident records and ensure documentation is complete and organized.

Payroll and Financial Support

• Assist with payroll processing, including collecting, reviewing, and submitting payroll information.
• Verify employee time records and assist in resolving discrepancies.
• Maintain confidentiality regarding payroll and employee compensation information.

Recordkeeping and Compliance

• Maintain accurate filing systems for employee, resident, and administrative records.
• Ensure confidential information is properly secured and maintained in compliance with HIPAA and organizational policies.
• Assist with preparing documentation for audits, surveys, inspections, and regulatory reviews.
• Maintain organized electronic and paper filing systems.

Communication

• Maintain professional and courteous communication with residents, guardians, family members, employees, physicians, vendors, government agencies, and community partners.
• Communicate effectively both verbally and in writing.
• Exercise professionalism, discretion, and sound judgment when handling confidential information.

Other Duties

• Assist with preparing reports and statistical information as requested.
• Support department heads with administrative projects as assigned.
• Cross-train in other administrative functions to ensure office continuity.
• Perform other duties as assigned by the Administrator or Assistant Administrator.

Qualifications

Education

• High school diploma or GED required.
• Associate degree in Business Administration, Office Administration, Human Resources, or related field preferred.

Experience

• Minimum of two years of administrative assistant or office management experience required.
• Experience in healthcare, long-term care, developmental disabilities, or human services preferred.
• Experience with payroll, benefits administration, or human resources preferred.

Knowledge, Skills, and Abilities

• Exceptional organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines.
• Excellent written and verbal communication skills.
• Professional telephone etiquette and customer service skills.
• Strong interpersonal skills and ability to work effectively with diverse populations.
• Ability to maintain strict confidentiality.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to learn electronic health record systems, payroll systems, and other agency software.
• Strong problem-solving and critical-thinking abilities.
• Ability to work independently while also functioning as a collaborative team member.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Frequent use of hands and fingers for typing and operating office equipment.
• Ability to occasionally lift up to 25 pounds.
• Ability to bend, stoop, reach, and file documents.
• Ability to move throughout the facility as needed.

Working Conditions

• Professional office environment within an Intermediate Care Facility for Individuals with Intellectual and Developmental Disabilities (ICF/IID).
• Frequent interaction with employees, residents, families, vendors, and regulatory agencies.
• Exposure to confidential information requiring discretion and professionalism.

Core Expectations

The Administrative Assistant is expected to:

• Demonstrate professionalism and integrity at all times.
• Protect the confidentiality of employee and resident information.
• Maintain excellent attendance and dependability.
• Provide exceptional customer service to everyone entering or contacting the organization.
• Adapt to changing priorities and organizational needs.
• Work cooperatively with all departments to support the mission of Sheltered Village.
• Uphold all agency policies, procedures, and regulatory requirements.

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person