Summary of DutiesThis position reports to the Executive Director and provides support to the Administration and Sales Departments. The Administrative Assistant provides clerical support, organizes, and maintains resident and associate files, assists with resident requests, may provide payroll support such as monitoring schedules, punch detail reports, monitoring overtime, and assists in the coordination of resident, family meetings, and guest services. Supports the recruitment, background checks, benefit enrollments, and onboarding/orientation processes for all new hires at the community. Provides other assistance as assigned.Essential FunctionsMaintains accurate associate and resident files, keeping information current in the file for state surveys and inspections.Monitor, edit, and input payroll time punches to include missing punches, paid time off (sick, vacation, personal holiday, other), not to exceed associate PTO bank, and monitor holiday hours and eligibility.Assist with recruitment activities by placing ads, screening applicants, check references, scheduling physicals, and scheduling interview appointments, as requested by supervisor.Assist in benefit enrollments for medical, dental, and ancillary benefit plans.Administrative Assistant must know and follow state assisted living regulations, as applicable to support the Wellness Department in monitoring regulatory compliance.Possess basic understanding of associate handbook policies and ability to explain policies to associates.Possess basic understanding of associate's benefit package and ability to explain on a basic level to associates.Possess basic knowledge of forms and procedures as it relates to payroll and human resource topics.Maintain associate files with respect to confidentiality and legal compliance.Ability to maintain confidentiality and professionalism in all things related to associate pay, benefits, and other private matters.Provide administrative support including typing, filing, preparation of reports, copying, scheduling appointments, and calling vendors, as requested by the supervisor.Keep inventory of office supplies.May be asked to notify vendors to repair or address supply inventories.Resolve immediately or report to the supervisor any unsafe conditions including building hazards, unsafe work practices, or threats to resident safety.Participates in required meetings, training, and staffing.Other duties as assigned.Non-Essential FunctionsSupports and participates in the resident centered activity programs.Participates in projects or committees as assigned.Attends all associate meetings including in-service education and associate functions, as requested by the supervisor.Assists in a variety of tasks involving residents as assigned.Knowledge, Skills, Abilities, and ExperienceHigh school diploma or GED equivalent and one to two years of relevant office training or comparable post-high school education which may include vocational or college education.Computer skills including Windows, Office, Word, Excel, Outlook, internet-based payroll, and property management programs.Good grammatical and writing skills, proficient with email process and etiquette.Must be highly organized, efficient and has excellent time management skills.Ability to read, write, and speak English.Ability to comprehend and apply regulations, employment, and labor laws, local, state, and federal standards, and requirements.Must have the interpersonal skills to work with various levels of people, associates, and residents.Familiarity with office equipment including fax, copier, computers, scanner, phone.Be free of communicable disease.Completion of drug testing and criminal record background check upon hire and upon request of supervisor.Physical requirements include bending, standing, lifting, stooping, sitting, walking, stretching, and ability to lift/carry up to 40 pounds.
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