SUMMARY

In the Executive Assistant position, this role is responsible for supporting the Community with specified administration and Human Resources responsibility; specifically supporting and assisting with the efficient operation, management, and day-to-day functions in accordance with federal, state, and local standards, guidelines, and regulations to assure that the administrative aspect of the Community operates to the highest level of efficiency, under the direction of the Executive Director. This position will maintain all employee and resident files under federal, state, and Title 22 guidelines. This position directly supervises the Directors of First Impressions and Administrative Assistants (if applicable), including hiring, directing, training, and scheduling.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Other duties may be assigned by your direct manager. Regular and predictable attendance is an essential function of the job.

• Perform administrative tasks as assigned by the Executive Director.
• Perform HR duties related to personnel records, confidentiality, employee relations, corrective action, and termination as needed.
• Checks that employee certifications, driver’s licenses, professional licensure, & I-9’s are current and filed correctly.
• Facilitates benefit enrollment and termination as appropriate.
• Audits benefit invoices to keep enrollment and termination current on carrier records.
• Guides New Hires through pre-employment tasks that include, but is not limited to, fingerprinting, DOJ documentation, pre-employment physical, and TB testing.
• Conducts onboarding for New Hires.
• Creates and maintains employee and resident files.
• Checks the accuracy of benefit accrual balance and make adjustments as necessary.
• Orders and maintains office supplies for the Community.
• Assists the Executive Director in the review of employee accident/incident reports and in the management of Workers’ Compensation Claims. Actively participates in the prevention, reporting, and management of Workers’ Compensation Claims.
• Assists the Home Office accounting department with special projects, audits, and reports that need to be completed and submitted to various entities.
• Manage and approve billing recommendations for care services and incidental charges in property management software.
• Review resident statements with the Directors of Resident Services and Memory Care (as applicable) prior to monthly billing close to ensure accuracy of charges.
• Manage Accounts Receivable by overseeing invoicing, tracking payments, handling collections, resolving discrepancies, and preparing reports.
• Serves as a Liaison in managing and communicating with payroll, benefits, and HR departments.
• Understand all Title 22 Guidelines regarding required training.
• Assume the duties and responsibilities of the Director of First Impression when necessary.
• Uses Positive Approach to Care (PAC) to enhance life and relationships for all residents.
• Attends and remains up to date on all company-provided training.
• Attends periodic staff meetings, in-service training, and mandatory meetings as required.
• Observes Residents’ Rights, as posted within the facility, to include any updates thereto.
• Mandated reporting – if you suspect any verbal, physical, emotional, financial, or neglectful treatment toward a resident or staff member, report it to your supervisor immediately.
• In Emergencies, assist residents according to the Emergency Plan of the facility.

NONESSENTIAL DUTIES AND RESPONSIBILITIES 

Other duties may be assigned. These duties may be performed on an as-needed basis and are not expected to occur daily.

• You may be required to provide prospective resident tours of your community as part of the backup tour team.
• Support various departments when required and engage in community-wide activities or events.

SUPERVISORY RESPONSIBILITIES

• Directly supervises the Director of First Impressions (Receptionists) and/or Administrative Assistants.
• Responsibilities may include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
• Checks that there is staffing and coverage during all shifts.
• Performs daily payroll edits. Adjust payroll records as appropriate. Perform end-of-period review.
• Able to read and write reports, business correspondence, memos, and staff performance evaluations.
• Observe the work environment for potential injury hazards and take appropriate preventative safety precautions. Actively participate in prevention, reporting, and management of Workers’ Comp. Claims.

QUALIFICATIONS

EDUCATION and/or EXPERIENCE

• High School graduate or equivalent certificate; AA/AS or BA/BS degree beneficial.
• 2 to 3 years of progressive experience in office management is preferred.
• Reasonable expectations of mathematical, technical, and reasoning skills to perform essential job responsibilities.
• According to Title 22 requirements must be at least eighteen (18) years of age.

COMMUNICATION SKILLS

• Ability to read and comprehend simple instructions, short correspondence, and memos in English, so as not to jeopardize the safety and well-being of the residents.
• Ability to communicate with residents, and effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Remain professional and respectful, and interact with our customers – including residents, family members, and all staff members – according to the concepts identified by the Carlton Way.
• Must be able to use technology, such as company-provided phones and tablets, to communicate among staff on resident needs.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must be authorized to work in the United States of America and provide sufficient work authorization documentation(s)
• DOJ and FBI fingerprint clearance must be completed before working in the community (obtained through the community)
• Health screening/Physical and negative TB test must be less than six (6) months old (obtained through the community)
• First Aid/CPR Certification (obtained through the community)

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• The employee must be capable of exerting up to 10 pounds of force occasionally (up to 1/3 of the time) and/or a negligible amount of force frequently (from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move equipment or objects including the human body.
• While performing the duties of this job, the employee is regularly required to sit, and may be required to walk, climb stairs, stand, stoop, kneel, bend, or crouch; reach with hands and arms, balance, or lift.
• The employee is required to have visual and hearing acuity sufficient to assess employee and resident safety and ability and may be required to assist in the evacuation of residents and staff during emergency situations.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• The majority of the work is performed in an office environment.
• The noise level in the work environment is usually moderate.
• Requires patience in working with Senior Residents in the range of 60-100 plus years of age.
• At times, may occasionally be required to work outdoors.
• May include exposure to dogs, cats, and/or other pets.

SAFE WORKING PROGRAM

To operate all facilities safely, part of each Employee’s job is to do their job in the safest possible manner.

• Employees must follow all OSHA/Cal-OSHA/safety guidelines as trained.
• Employees must meet all training requirements within the first 30 days of employment.
• Report all accidents, injuries, or violations of Company safety rules to your manager or supervisor when they occur, regardless of the severity of the situation.
• Understand that the workplace is neither a place for horseplay nor practical jokes.
• Understand all emergency protocols and respond to emergencies per Company training standards.
• Understand, follow, and enforce all universal resident care, safety precautions, and infection control practices.