Part-time Administrative Assistant

Purpose of Your Job Position

The primary purpose of your position is to provide administrative assistance to the Administration.

Delegation of Authority

As Administrative Assistant you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Job Function

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is an essential function of the position.

Duties and Responsibilities

Administrative Functions

• Provide administrative assistance to the Administrative staff. (Not restricted to the Administrator)
• Act as directed by the Administrator in providing support and communication between the Administrator’s office and other departments within the Facility.
• Perform general secretarial and administrative duties as required or directed by the Administrator in support of the administrative functions of all departments within the Facility.
• Accept and perform temporary or long\-term assignments to various departments within the Facility as required by the Administrator.
• Assist the Administrator in planning, developing, organizing, implementing, and directing the day\-to\-day functions of the Facility, its programs and activities.
• Assist department directors in the development and use of written departmental policies and procedures.
• Schedule meeting with outside agencies, including governmental agencies and third party payors.
• Maintain an adequate liaison with families and residents.
• Assist in developing a plan of correction for deficiencies noted during survey inspections and provide a written copy of such plan to the Administrator for his/her review and approval. Review with ombudsman personnel, as required.
• Maintain a good public relations program that serves the best interest of the Facility and community alike.
• Maintain a productive working relationship with the medical profession and other health related facilities and organizations.
• Coordinate the Facility’s services and activities with department directors, as necessary.
• Process and deliver mail to and for the Administrator and other executives, as necessary.
• Prepare and process correspondence for the Administrator and department directors, as necessary.
• Maintain files for the Administrator and department directors, as necessary.
• Assist the Public Relations/Marketing Director, as directed.
• Operate paging or telephone system, as required.
• Answer telephones and determine nature of call and direct caller to appropriate individual or department.
• Receive request from within the Facility and locate personnel through paging system.
• Receive inquiries and release information in accordance with established policies and procedures.
• Maintain a current file and listing of residents by name and room number, emergency phone members of on\-call personnel, department extensions, key personnel, etc.
• Maintain a current listing of critical residents and/or residents who may not receive phone calls due to their condition.
• (May refer such calls to Nurse Supervisor, LPN, or RN.)
• Greet visitors and direct to appropriate office and/or resident room.
• Give directions and information to visitors, guests, residents, sales representatives, etc.
• Monitor presence and location of sale representatives in the Facility.
• Offer beverages to visitors waiting for administrative personnel, as appropriate.
• Ensure guests and visitors abide by existing rules and refuse admission to persons, as directed.
• Assist with administrative duties as directed. (Includes typing, filing, posting accounts, etc.)
• Operate copier, office machines, etc., as directed.

Committee Functions

• Serve on various committees of the Facility (i.e., Infection Control, Quality Assurance \& Assessment, Safety, etc., as appointed by the Administrator) and provide written/oral reports of such committee meetings to the Administrator, as necessary.
• Evaluate and implement recommendations from the Facility’s committees, as necessary or as directed.
• Assist the Quality Assurance and Assessment Committee in developing and implementing appropriate plans of action to correct identified quality deficiencies.

Personnel Functions

• Assist in scheduling department working hours, personnel, work assignments, etc., as necessary, or required.
• Serve as liaison to the Administrator, medical staff, and other professional and supervisory staff.
• Work with the Facility’s consultants as necessary and implement recommended changes as approved by the Administrator.
• Schedule and participate in departmental meetings, as directed.
• Schedule appointments for the administrative staff.
• Coordinate staff meetings and maintain minutes of such meetings, as directed.

Staff Development

• Assist department directors in the planning, conducting, and scheduling of in\-service training classes, on\-the\-job training, and orientation programs to ensure that current material and programs are continuously provided.
• Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long\-term care field, as well as to maintain a professional status.
• Attend and participate in Facility mandatory in\-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).

Safety and Sanitation

• Maintain and file accident and incident reports.
• Maintain and file OSHA recordkeeping reports (e.g., OSHA Forms 300, 301, etc.)
• Assist in obtaining MSDSs from vendors. File MSDSs in accordance with the Facility’s hazard communication policies.

Budget and Planning Functions

• Provide the Administrator with written requests of equipment and supply needs.
• Ensure that adequate supplies and equipment are available to meet the day\-to\-day operational needs of the Facility and residents
• Assist department directors in preparing an annual operating budget for approval by the Administrator.
• Assist in the establishment and maintenance of an adequate accounting system that reflects the operating cost of the Facility.
• Review billings and report delinquencies to the Administrator.

Resident Rights

• Review resident complaints and grievances and make written reports of action taken to the Administrator.
• Assist in establishing and implementing a Resident/Group Council.
• Ensure that residents receive appropriate notices before being discharged or before having their room or roommate changed.
• Ensure that resident funds maintained by the Facility are managed in accordance with the resident’s request and in accordance with current federal and state requirements.
• Ensure that the Facility’s policies and procedures governing advance directives are reviewed with the resident and/or representative prior to or upon admission.
• Review billings and report delinquencies to the Administrator.
• Ensure that adequate financial records and cost reports are submitted to authorized government agencies as required by current regulations.
• Must adhere to all HIPAA requirements.

Working Conditions

• Works in office areas as well as throughout the Facility and its premises.
• Attends and participates in continuing educational programs.
• Communicates with the medical staff, nursing personnel, and other department directors.
• Maintains a liaison with the residents, their families, support personnel, etc., to ensure that the residents’ needs are continually met.

Education

Must possess a high school diploma or GED. College and/or secretarial training program are desirable.

Experience

• Must have, as a minimum, three (3\) years of clerical/secretarial experience.
• Ability to type and use general office equipment is required.
• Computer skills required.

Specific Requirements

• Must be able to read, write, speak, and understand the English language.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
• Must be able to read and interpret financial records, reports, etc.
• Must be knowledgeable of computer systems, system applications, and other office equipment.

Physical and Sensory Requirements

(With or Without a Reasonable Accommodation)

• Must be able to move intermittently throughout the workday.
• Must possess sight and hearing senses, or use prosthetics that will enable these senses to function adequately so that the requirements of the position can be fully met.
• Must meet the general health requirements set forth by the policies of the Facility, which may include a medical and physical examination.
• Based on the Occupational Safety and Health Administration's Guidelines for Nursing Homes Ergonomics for the Prevention of Musculoskeletal Disorders and the American Conference Governmental Industrial Hygienists' Threshold Limit Values for Lifting the Facility has identified that this job may require the lifting of residents, equipment, or other objects. Accordingly, this job may require a minimum of 5 pounds and a maximum of 25 pounds lifting, periodically and or as needed.

Background Screening Clearinghouse Link

Info.flclearinghouse.com