Administrative Assistant-LTC

Essential Job Functions

• Answer telephone; determine nature of call and direct caller to appropriate individual or department.
• Receive inquiries and release information in accordance with established policies and procedures.
• Greet visitors. Direct to appropriate office and/or resident room.
• Give directions/information to visitors, guests, residents, sales representatives, etc.
• Auxiliary with resident smoke breaks, as directed.
• Coordinate with HR Coordinator to schedule interviews for all departments within the facility.
• Review employment applications for completeness and obtain copies of two forms of identification.
• Conduct employment verification checks for new hires via phone and email on a timely basis.
• Auxiliary with new hire onboarding, as directed.
• Audit employee files (active and terminated) based on reports provided by HR Coordinator.
• Follow up with employees to resolve missing documentation or required actions.
• Create employee name badges and enroll new hires in the timekeeping system.
• Auxiliary in ensuring all required pre-employment health screenings (e.g., TB tests & Health Questionnaires) and documentation are completed.
• Provide guidance to employees on use of the Paycor app, including timekeeping, time-off requests, document access, and paystub review.
• Prepare welcome materials for new hires.
• Manage the facility's social media presence (e.g., Facebook).
• Maintain the PBJ (Payroll-Based Journal) tracker for contract vendors (e.g., Medical Director, Pharmacist, Dentist).
• Process invoices by obtaining Executive Director approval and submitting to the designated accounts payable email.
• Manage resident transportation to schedule appointments, including physician visits, procedures, and follow-ups; update transportation schedules and system dashboards; and notify nursing staff and residents of all relevant details.
• Auxiliary in administrative matters for department directors, as directed.
• Attend in-service education programs in order to meet facility educational requirements.
• Be familiar with Standard Precautions, Exposure Control Plan, Fire Drill & Evacuation Procedures and know how to use the information.
• Comply with the Residents' Rights and protect them from neglect, mistreatment and abuse and all other Facility Policies and Procedures.
• Protect the personal property of the residents of the facility.

Minimum Qualifications

• Strong organizational skills with attention to detail and ability to manage multiple tasks in a fast-paced environment.
• High School diploma or equivalent required; associate degree or coursework in business administration, healthcare administration, or a related field preferred.
• Minimum of one (1) year of administrative, clerical, or office support required; experience in a healthcare or long-term care setting preferred.
• Basic knowledge of office procedures, customer service practices, and general administrative functions.
• Ability to operate standard office machines and proficiency in Microsoft Office applications (Word, Excel, Outlook) and ability to learn facility-specific systems.
• Ability to handle confidential information including resident and facility records/information in accordance with applicable privacy standards.
• Effective verbal and written communication skills.
• Ability to interact professionally with residents, families, staff and visitors.
• Reliable attendance and ability to maintain a consistent work schedule, including flexibility as needed to support facility operations.