Administrative Assistant

Key Responsibilities

• Manage front office operations including phones, mail, correspondence, filing systems, and office supply inventory.
• Maintain employee records in accordance with company policies and regulatory requirements, ensuring confidentiality and accuracy.
• Aid leadership with scheduling, meeting coordination, report preparation, and special projects.
• Support on-boarding processes for new employees, including paperwork completion and system entry.
• Maintain community calendars, notices, and internal communication postings.
• Provide support to residents and families regarding billing questions, service agreements, and administrative processes.
• Aid with move-in and move-out procedures, including preparation of agreements, collection of required documentation, and coordination with other departments.
• Assist with payroll preparation by tracking timekeeping, PTO records, and required documentation.
• Support budget tracking and expense monitoring.

Requirements

• A high school diploma or equivalent required.
• A minimum of 2 years of administrative, business office, or accounting experience required.
• Experience in senior living, healthcare, or assisted living preferred.
• Must pass required criminal background check in order to serve vulnerable adults.
• Must be screened for TB and other state-required health care conditions.
• Must be able to read, write, and comprehend English.
• Periodic on call, weekends, and holidays.

Physical Demands and Work Environment

• Indoors, climate-controlled assisted living facility with a focus on personalized care.
• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Ability to operate standard office equipment.
• Exposure to unpleasant odors.
• Exposure to chemicals as indicated in the MSDS manual.
• Continuous exposure to clients and/or family members who may be under stress.