Administrative Assistant

Job Summary

Experience: 2 years of general administrative and clerical experience; Proficient in MS Outlook, MS Word, & MS Excel; experience with Human Resources Information System (HRIS). Knowledge of HR, A/P, A/R, and IT processes.

Willing to meet each challenge directly with the ability to adapt and learn new processes.

Position Summary: This person will be responsible for the majority of the administrative, new resident, and new employee documentation. This includes orientation, onboarding, and payroll. The Administrative Assistant assists the Executive Director in the daily business aspects of the office, manages timekeeping processes, month-end processing, and continues maintenance of existing employee training and other records. Must have the ability to handle several tasks at once, function well as a team-player, use discretion in handling confidential material, and work with little supervision. He/She must be willing to assume other responsibilities as appropriate.

Primary Duties and Responsibilities:

1. Complete and maintain resident admittance and discharge records. 2. Maintain all personnel files, including new hire paperwork, employee training records, and updates/changes for existing and terminated employees in compliance with federal and state employment laws. Employee records to be uploaded to the HRIS. 3. Manage billing and collection of rental income and other ancillary charges. 4. Responsible for billing and collection of guest meal charges, including Independent residents. 5. Manage the payroll processes, update payroll and time management daily, weekly, bi-weekly for processing accurately, and prepare for final review by the Executive Director. 6. Maintain Resident/Sponsor contact information for necessary drills and documentation. 7. Responsible for understanding the recordkeeping requirements adopted by the state regulatory agency, as well as Gordon Oaks (GO) policy and procedures. 8. Maintain and participate in Manager-on-Duty (MOD) schedule. 9. Maintain CPR Certification records and ensure renewals for all employees. 10. Maintain initial and recurring educational requirements for all employees. 11. Responsible for ordering name badges, uniforms, and other necessary attire for employees. 12. Responsible for ordering and maintaining adequate office supplies. 13. Month-end reconciliation of community credit card statement 14. Provide tours as needed. 15. Assist with the distribution and collection of annual Satisfaction Surveys for employees and residents. 16. Manage and reconcile Petty Cash funds. 17. Mandatory attendance during a State Survey. 18. Must be able to support the goals and missions of the department and community. 19. Any other duties as requested by the Executive Director/Administrator.

Resident Services and Satisfaction: 1. Fully understand all aspects of residents’ rights; maintain the comfort, privacy, and dignity of each resident in the delivery of services to them. Interact in a manner that promotes the emotional well-being of the resident. 2. Respond to resident and family member concerns with empathy and communicate in a courteous and respectful manner. 3. Maintain a professional demeanor and appearance in conformity with dress code standards. 4. Answer and refer telephone calls or other inquiries to the appropriate staff to ensure accurate and timely communications.

Professional Development:

1. Attend in-service training/staff meetings.

Job Type: Full-time

Pay: $15.00 - $18.01 per hour

Expected hours: 40 per week

Benefits:

• Life insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Mobile, AL 36693 (Required)

Ability to Relocate:

• Mobile, AL 36693: Relocate before starting work (Required)

Work Location: In person

Salary : $15 - $18