General Description:

The role of the Administrative Assistant is to ensure the office runs in an efficient and organized manner, to greet our visitors with kindness and responsiveness to any requests, to maintain compliance of key corporate files (resident, employee, such as training, policy/procedures), and to support the Executive Director in operations.

Qualifications:

High-School Diploma or GED. Prior experience as an Administrative Assistant and/or Office Manager and/or HR Manager. Provides accurate, organized, and detailed documentation and work products. Flexible and supportive of management. Demonstrates sensitivity, empathy, and a sincere interest in working with the Aged. Experience in health care industry, or other related experience preferred. Has Integrity and is Trustworthy; Honest, does what they say they will do, does the right thing even when it does not benefit themselves directly, and does not misrepresent themselves for personal gain. Excellent communication, time management, and organizational skills, with the ability to multitask and still stay organized. Communicates effectively and committed to maintaining a good rapport with staff and visitors. Customer focused; Dedicated to meeting and exceeding the needs of families/residents. Able to work weekends and holidays as needed, which includes sharing On-Call status on a rotation or as-needed basis. Working knowledge/computer skills

• Microsoft Word, Excel, Payroll and Timekeeping systems, Scheduling Software, etc. Flexible and supportive of management. At a high level duties include key areas such as: General Office Management
• ordering office supplies, greeting visitors, maintaining appearance of building, and supporting tours. Payroll management
• ensuring payroll is accurate and processed in time.

Staff scheduling management including schedule creation, staffing for internal (and temporary staff where needed), and call-off management. HR/Employment process management includes interviewing, hiring, orientation and training, employee compliance to State rules and company policies, file management, disciplinary actions, etc. Executive Director Support General Office Management Answer phones

• screen all calls and send to appropriate department.

Ensure office supplies are managed and stocked as needed. Support marketing and provide tours in Marketer's absence. Forward all invoices received to the Main Office in a timely manner. Maintain an environment that is neat, safe, and conducive to the comfort of residents. Maintain office equipment in excellent operating condition and report any issues promptly Maintain professionalism in dress and behavior during daily interactions with residents, family members, and visitors. Appropriate understanding and empathy is both required and expected in each encounter with residents and their loved ones. Executive Director Support Support ED (Executive Director) with operations and licensing compliance needs. For example, this may include providing the State with required documentation or supporting staff operations. Payroll Management Manage employee payroll records in a timely manner, in coordination with the Main Office, for the following key activities: Track Attendance and Time Off

• track absences, tardiness, Paid and Unpaid time off, etc. and ensure requests for time off are documented. Verify all requests have PTO or Sick time available before submitting for final management approval and ensure posted to Google Calendar. Verify Timecards
• Verify all team members timecards for missed punches, proper lunch deductions and PTO/Unpaid/Sick time recorded. Submit Payroll
• Create cover sheet once timecards are verified with PTO, sick time, corrections, incentives, bonuses, and holidays for approval from owner and to UAP for processing. Manage HR activities/tasks Hiring
• Create, post and monitor employment ads, schedule interviews, and conduct/assist with interviews. Onboarding of Staff
• Schedule background checks and pre-employment exams such as TB tests and physicals, provide employee orientation, and ensure understanding of policy/procedures. Maintain Job Descriptions and Performance Review Templates
• Ensure job descriptions and performance review templates are kept up to date and accurately reflect expectations. Employee Training Management
• Ensure training is complete. Assist in scheduling additional training if needed. Employee File Management
• Create and maintain files for accuracy, ensuring compliance for AFC licensure. This includes monitoring TB tests and annual health status, CPR expiration and making sure they are kept current. Additionally, requires tracking of performance reviews to ensure completed in a timely manner. Agency Staff Employee Files
• Create files for all agency staff who work in the building by downloading their file from the PRN app (or acquiring from agency) and ensuring all required documents are available. Agency staff MUST also complete the training packet which is a state licensing requirement . Employee Performance Management
• Identify poor conduct, document, and conduct any disciplinary actions required. Also includes tracking of absences and tardiness to ensure employee reliability is addressed, if needed. Company Policy, Procedures, and Handbook Resource
• Adhere to and support all Payroll, Operations, and Human Resources policies as outlined by the Employee Handbook, the Company, and UAP. Be a knowledgeable resource to answer questions or communicate changes. Support team members
• Manage team member grievances, employee conflict, and provide coaching/counseling. Time Off Requests
• Manage all PTO and Sick Time requests, if time is available, management approvals, and tracking. Healthcare enrollment
• Provide documentation to employees to understand and apply for and submission of employee health applications to UAP. Termination of Employees
• Ensure proper documentation/paperwork is collected and submitted to UAP, minimizing costs to company where possible.

Staff Scheduling Management Coordinate and manage all team members schedules; this includes coordinating all temporary and internal staffing, managing all cancelations and replacements. Create schedule for all building assignments (all staff employees and temporary staff) in advance. Manage all call-offs and schedule changes

• ensure staffed to required levels (as per licensing and company requirements). Manage temporary staffing needs working to minimize need Includes the following tasks:
• Sending signed copy of temporary staff sign-in sheets to staffing agency daily and send daily paperwork to company Dropbox
• Monitor Staffing app (e.g., Agency Staffing app) for accuracy
• Approve all temporary staffing (e.g., Agency Staffing) timesheets daily
• Monitor and make changes to building assignment sheets for temporary staff as necessary.

WORKING CONDITIONS

Work beyond normal working hours such as weekends, holidays, and other shifts when necessary. Subject to callback during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.) Requires following all protocols of confidentiality for all employees and residents without exception. Maintain professionalism in dress and behavior. Ability to follow written and oral instructions and procedures.

Pay:

$22.00

• $24.

00 per hour Expected hours: 40.0 per week

Work Location:

In person