Administrative Assistant

Briarfield Health Care Centers is a locally operated, multi-location provider committed to improving the community. This role is based at The Inn at Old Saybrook in Columbiana, Ohio.

About the role

The Administrative Assistant partners with the Executive Director to oversee daily operations, including recruiting, accounts receivable, accounts payable, and guest services.

Responsibilities

• Answer telephones in a courteous, friendly manner.
• Monitor doors and greet/direct visitors.
• Handle all incoming and outgoing mail; forward mail to families of former residents.
• Manage the recruiting portal: post open positions, ensure hiring managers receive applications, and document applicant status and new hires.
• Record fingerprint logs and ensure new hires complete TB screenings and orientation packets.
• Review and audit employee files for state regulation compliance.
• Distribute pay checks and maintain the employee phone list.
• Order supplies and review payroll daily, tracking attendance, report-offs, tardies, and paid time off.
• Notify supervisor of time card discrepancies before payroll close.
• Complete personnel files for all staff and file all documents for past and present employees.
• Create and replace employee name badges as needed.
• Manage the resident trust account: reconcile bank statements monthly, track receipts, and send quarterly statements.
• Prepare employee performance evaluations for supervisors and track completion.
• Onboard new hires into payroll and register them with the time clock.
• Track new hire progression and ensure all invoices are reviewed by the Executive Director before submission.
• Keep records of payments and notify corporate of urgent outstanding invoices.
• Oversee the receptionist team, including recruiting, hiring, and ongoing training.
• Review schedules before posting and cover shifts as needed while controlling overtime.
• Create resident facesheets and business files upon move-in.
• Maintain and distribute internal communication forms to appropriate departments.
• Conduct tours and complete inquiry calls in the absence of the Executive Director.
• Perform all other duties as assigned.

Requirements

• High school graduate.
• Ability to relate well with a variety of persons.
• Flexible and creative in working solutions.
• Organized with strong time management skills.
• Genuine interest in geriatric work and a positive, upbeat personality.
• Willingness to work cooperatively with others for the best interest of the facility.

Pre-employment requirements

• Physical examination.
• Background check.
• Mantoux (TB) test.

Benefits

• Medical, vision, and dental insurance effective the 1st of the month after hire (full-time employees only).
• Paid vacation, personal time, and holidays (for those who qualify).
• Uniform reimbursement at hire and annually.
• Direct deposit and annual pay increases.
• Free CPR/First Aid certification.
• 401k with company match.
• Discounted apartment rent.
• Online marketplace shopping discounts.
• Discounted gym membership at Creekside Fitness & Health Center.

Briarfield is a drug-free workplace with nine locations across Mahoning and Columbiana Counties.