Administrative Assistant - Columbus East

TITLE: Administrative Assistant

REPORTS TO: Administrator

Non-Exempt

PURPOSE OF POSITION:

The primary purpose of the position is to perform secretarial duties, recordkeeping functions, administrative detail and follow-up functions to assist the Administrator in meeting the administrative needs of the facility in accordance with applicable federal, state, and local standards, guidelines and regulations governing the facility and as directed by the Administrator, to assure that the proper administrative procedures are maintained at all times.

ROLE and RESPONSIBILITIES:

1. Assist the Administrator in the planning, developing, organizing, implementing, evaluating, and performing administrative procedures.

2. Develop and maintain a good working rapport with personnel within the facility, the corporate office, and other facilities.

3. Work with Administrator’s calendar, scheduling meetings and appointments as requested.

4. Assist department heads and staff with their secretarial and administrative needs as requested.

5. Serve as liaison to the Administrator, medical staff, facility staff, other professional entities, residents ‘families, and the general public.

6. Assist residents and authorized representatives with trust fund inquiries while maintaining confidentiality and safeguarding resident financial information.

7. Ensure resident funds are properly accounted for and handled only by authorized personnel in accordance with established procedures.

8. Prepare trust fund reports and account statements as requested, and assist with financial audits and regulatory reviews as delegated.

9. Process vendor invoices, statements, and payment requests accurately and in a timely manner in accordance with established accounts payable procedures.

10. Verify invoices for accuracy, appropriate approvals, supporting documentation, and consistency with purchase orders or other applicable records.

11. Maintain organized accounts payable records, including invoices, payment confirmations, vendor statements, and related correspondence

12. Ensure all financial transactions are properly documented, appropriately authorized, and handled in accordance with facility policies.

13. Manage and accurately document all resident trust fund (RTF) and resident liability account deposits and withdrawals in accordance with facility policies, applicable regulations, and established internal controls.

14. Maintain and oversee petty cash and resident trust fund petty cash accounts, ensuring all disbursements are properly authorized, supported by receipts, and accurately recorded.

15. Reconcile all petty cash boxes daily, verify balances against supporting documentation, promptly investigate and report discrepancies, and maintain accurate reconciliation records.

16. Ensure resident trust fund and liability transactions are properly documented, balances are maintained accurately, and all financial records are organized and available for audit or review.

KEY CHARACTERISTICS:

· Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies and the public.

· Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures of Administration.

· Must possess the ability to work without direct supervision.

· Must possess excellent communications skills, both written and verbal.

EDUCATION/EXPERIENCE/QUALIFICATIONS:

1. High School Diploma or its equivalent is required.

2. Associate degree in business administration, accounting, healthcare administration, or a related field preferred.

3. Prior Long Term Care experience or its equivalent is preferred.

4. Minimum of one to two years of administrative, clerical, bookkeeping, or business office experience preferred.