What are the responsibilities and job description for the Office Assistant - Part Time position at Kimes Nursing & Rehabilitation Center?
Purpose of Your Job Position
The primary purpose of your job position is to direct the overall administrative activities in accordance with current applicable federal, state, and local standards, guidelines and regulations, and as directed by the Administrator, to assure that proper administrative procedures are maintained at all times.
Delegation of Authority
As an Office Assistant, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.
Job Functions
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
Assist in planning, developing, organizing, implementing, evaluating, and directing the administrative office policies and procedures.
Assist in developing, implementing and coordinating administrative policies, procedure manuals, etc.
Assist in processing payroll and all other Human Resource related duties.
Operate and maintain office equipment and all related items in a timely fashion.
Assist in developing and maintaining written job descriptions and performance evaluations for administrative office personnel in accordance with the Americans with Disabilities Act, OSHA, and other pertinent laws governing job positions. Review with the Administrator.
Interpret the facility's policies and procedures to personnel, residents, family members, visitors, etc., as directed by the Administrator.
Ensure that all office personnel follow established policies and procedures.
Assume the administrative authority, responsibility, and accountability of directing the administrative programs and activities of the facility.
Delegate administrative authority, responsibility and accountability to other responsible persons as necessary.
Represent the facility at and participate in meetings as required by the Administrator.
Serve as liaison to the Administrator, medical staff, and other professional and supervisory staff.
Assist in standardizing the methods in which work will be accomplished.
Assist in organizing, evaluating and monitoring business office operations and assigned personnel in accordance with established policies and procedures.
Assist in ensuring administrative functions are carried out promptly for an efficient operation.
Assist in the establishment and maintenance of an adequate filing system.
Maintain insurance programs concerning liability, Workers Compensation, etc., as directed.
Establish discharge procedures, maintenance of records, release of information, etc., in accordance with established policies and procedures.
Accumulate, maintain and provide statistical data as directed.
Perform administrative requirements such as completing necessary forms, reports, etc., and submitting to the Administrator as required.
Assist in making written and oral reports/recommendations to the Administrator concerning administrative procedures.
Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the facility, to assure that administrative services and activities can be properly maintained to meet the needs of the facility and residents.
Coordinate administrative procedures with other departments as necessary.
Consult with department supervisors concerning their administrative needs, and other related areas, to assist in eliminating/correcting problem areas, and/or improvement of services.
Work with the facility's consultants as necessary and implement recommended changes as required.
Review and develop a plan of correction for departmental deficiencies noted during survey inspections and provide a written copy of such plan/corrections to the Administrator.
Provide information to resident/families as necessary or refer to appropriate department or agency.
Assist in maintaining a good public relations program that serves the best interest of the facility and community alike.
Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Administrator.
Agree not to disclose residents protected health information and promptly report suspected or known violations of such disclosure to the Administrator.
Report any known or suspected unauthorized attempt to access facilitys information system.
Other related duties and responsibilities that may become necessary or as directed by the Administrator.
Committee Functions
Serve on various committees of the facility as appointed by the Administrator.
Personnel Functions
Assist in determining office staffing, evaluate employee performance, and make recommendations to the Administrator concerning wage and salary adjustments, hiring, terminations, transfers, etc.
Assist in recruiting, selecting and training competent personnel as necessary or directed.
Assist in setting standards for personnel.
Assist in scheduling office working hours, personnel, work assignments, etc.
Review and monitor competence of administrative work force and recommend adjustments/corrections as required or that may become necessary.
Review complaints and grievances and make necessary oral/written reports to the Administrator.
Conduct performance evaluations in accordance with the facilitys established policies and procedures.
Report known or suspected incidents of fraud to the Administrator.
Ensure that departmental computer workstations left unattended are properly logged off or the password protected automatic screen-saver activates within established facility policy guidelines.
Staff Development
Develop and participate in programs designed for in-service education, on-the-job training, and orientation classes for newly assigned personnel. (Includes maintaining appropriate recordkeeping requirements of when classes were held, subject matter, attendance, etc.)
Attend and participate in workshops, seminars, etc., to keep abreast of current changes in administrative procedures.
Assist in administrative studies and projects as assigned or that may become necessary.
Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
Attend and participate in facility mandatory in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).
Safety and Sanitation
Ensure that administrative personnel follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
Ensure that administrative personnel follow established regulations governing the use of labels and MSDSs for hazardous chemicals within the department.
Report missing/illegible labels and MSDSs to the safety officer or other designated person.
Ensure that administrative personnel follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.
Other(s) that may become necessary/appropriate to assure that the facility is maintained in a clean, safe and sanitary manner.
Equipment and Supply Functions
Ensure that an adequate supply of office supplies and equipment are on hand to meet the day-to-day operational needs of the facility.
Monitor office procedures to ensure that supplies are used in an efficient manner to avoid waste.
Request repairs for office equipment as necessary.
Budget and Planning Functions
Assist in preparing and planning the department budget and submit to the Administrator for review, recommendations, and approval.
Ensure that adequate financial records and cost reports are submitted to authorized government agencies as directed.
Report suspected or known incidence of fraud relative to false billings, cost reports, kickbacks, etc.
Resident Rights
Maintain the confidentiality of all resident care information including protected health information. Report known or suspected incidents of unauthorized disclosure of such information.
Knock before entering a residents room.
Ensure that residents rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times.
Provide administrative support to resident/group councils as necessary.
Assist in maintaining resident funds in accordance with current regulations and facility policies.
Working Conditions
Works in office areas as well as throughout the facility.
Moves intermittently during working hours.
Is subject to frequent interruptions.
Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all conditions/circumstances.
Is subject to hostile and emotionally upset residents, family members, etc.
Works beyond normal working hours, on weekends and holidays, and on other shifts when necessary.
Is subject to callback during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
Is subject to frustrations in keeping up with administrative requirements.
Attends and participates in continuing educational programs.
Communicates with the medical staff, nursing personnel, and other department directors.
Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.
May be subject to the handling of and exposure to hazardous chemicals.
Education
Must possess, as a minimum a high school diploma. (AA Degree in Business Administration preferred but not necessary.)
Experience
Must have, as a minimum, three (3) years experience in an administrative supervisory capacity.
Must have knowledge of insurance procedures, contracts, etc., covering business transactions.
Must have knowledge of office machines and equipment.
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 deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
Must be knowledgeable of laws, regulations, and guidelines pertaining to hospital and nursing facility administrative procedures.
Must possess the ability to work harmoniously with other personnel.
Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies, and procedures, etc., that are necessary for providing proper administrative procedures and maintaining a sound operation.
Maintain the care and use of supplies, equipment, etc., and the appearance of the office by regular inspections and appropriate follow-up actions.
Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents, based on whatever maturity level at which they are currently functioning.
Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
Must be able to type a minimum of 45 words per minute and use a 10-key calculator.
Must possess a working knowledge of computers, input/output/retrieval data, etc.
Must not pose a direct threat to the health or safety of other individuals in the workplace.
Must be able to perform duties in a conscious state of alertness and in a safe manner.
Must be free from any impairing substance including but not limited to alcohol, marijuana, or any other drug.
Physical and Sensory Requirements
(With or Without the Aid of Mechanical Devices)
Must be able to move intermittently throughout the workday.
Must be able to speak and write the English language in an understandable manner.
Must be able to cope with the mental and emotional stress of the position.
Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.
Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.
Must be able to operate office, business and accounting machines, data processors, word processors, etc.
Must be able to push, pull, move, and/or lift a minimum of 60 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
May be necessary to assist in the evacuation of residents during emergency situations.
The primary purpose of your job position is to direct the overall administrative activities in accordance with current applicable federal, state, and local standards, guidelines and regulations, and as directed by the Administrator, to assure that proper administrative procedures are maintained at all times.
Delegation of Authority
As an Office Assistant, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.
Job Functions
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
Assist in planning, developing, organizing, implementing, evaluating, and directing the administrative office policies and procedures.
Assist in developing, implementing and coordinating administrative policies, procedure manuals, etc.
Assist in processing payroll and all other Human Resource related duties.
Operate and maintain office equipment and all related items in a timely fashion.
Assist in developing and maintaining written job descriptions and performance evaluations for administrative office personnel in accordance with the Americans with Disabilities Act, OSHA, and other pertinent laws governing job positions. Review with the Administrator.
Interpret the facility's policies and procedures to personnel, residents, family members, visitors, etc., as directed by the Administrator.
Ensure that all office personnel follow established policies and procedures.
Assume the administrative authority, responsibility, and accountability of directing the administrative programs and activities of the facility.
Delegate administrative authority, responsibility and accountability to other responsible persons as necessary.
Represent the facility at and participate in meetings as required by the Administrator.
Serve as liaison to the Administrator, medical staff, and other professional and supervisory staff.
Assist in standardizing the methods in which work will be accomplished.
Assist in organizing, evaluating and monitoring business office operations and assigned personnel in accordance with established policies and procedures.
Assist in ensuring administrative functions are carried out promptly for an efficient operation.
Assist in the establishment and maintenance of an adequate filing system.
Maintain insurance programs concerning liability, Workers Compensation, etc., as directed.
Establish discharge procedures, maintenance of records, release of information, etc., in accordance with established policies and procedures.
Accumulate, maintain and provide statistical data as directed.
Perform administrative requirements such as completing necessary forms, reports, etc., and submitting to the Administrator as required.
Assist in making written and oral reports/recommendations to the Administrator concerning administrative procedures.
Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the facility, to assure that administrative services and activities can be properly maintained to meet the needs of the facility and residents.
Coordinate administrative procedures with other departments as necessary.
Consult with department supervisors concerning their administrative needs, and other related areas, to assist in eliminating/correcting problem areas, and/or improvement of services.
Work with the facility's consultants as necessary and implement recommended changes as required.
Review and develop a plan of correction for departmental deficiencies noted during survey inspections and provide a written copy of such plan/corrections to the Administrator.
Provide information to resident/families as necessary or refer to appropriate department or agency.
Assist in maintaining a good public relations program that serves the best interest of the facility and community alike.
Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Administrator.
Agree not to disclose residents protected health information and promptly report suspected or known violations of such disclosure to the Administrator.
Report any known or suspected unauthorized attempt to access facilitys information system.
Other related duties and responsibilities that may become necessary or as directed by the Administrator.
Committee Functions
Serve on various committees of the facility as appointed by the Administrator.
Personnel Functions
Assist in determining office staffing, evaluate employee performance, and make recommendations to the Administrator concerning wage and salary adjustments, hiring, terminations, transfers, etc.
Assist in recruiting, selecting and training competent personnel as necessary or directed.
Assist in setting standards for personnel.
Assist in scheduling office working hours, personnel, work assignments, etc.
Review and monitor competence of administrative work force and recommend adjustments/corrections as required or that may become necessary.
Review complaints and grievances and make necessary oral/written reports to the Administrator.
Conduct performance evaluations in accordance with the facilitys established policies and procedures.
Report known or suspected incidents of fraud to the Administrator.
Ensure that departmental computer workstations left unattended are properly logged off or the password protected automatic screen-saver activates within established facility policy guidelines.
Staff Development
Develop and participate in programs designed for in-service education, on-the-job training, and orientation classes for newly assigned personnel. (Includes maintaining appropriate recordkeeping requirements of when classes were held, subject matter, attendance, etc.)
Attend and participate in workshops, seminars, etc., to keep abreast of current changes in administrative procedures.
Assist in administrative studies and projects as assigned or that may become necessary.
Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
Attend and participate in facility mandatory in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).
Safety and Sanitation
Ensure that administrative personnel follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
Ensure that administrative personnel follow established regulations governing the use of labels and MSDSs for hazardous chemicals within the department.
Report missing/illegible labels and MSDSs to the safety officer or other designated person.
Ensure that administrative personnel follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.
Other(s) that may become necessary/appropriate to assure that the facility is maintained in a clean, safe and sanitary manner.
Equipment and Supply Functions
Ensure that an adequate supply of office supplies and equipment are on hand to meet the day-to-day operational needs of the facility.
Monitor office procedures to ensure that supplies are used in an efficient manner to avoid waste.
Request repairs for office equipment as necessary.
Budget and Planning Functions
Assist in preparing and planning the department budget and submit to the Administrator for review, recommendations, and approval.
Ensure that adequate financial records and cost reports are submitted to authorized government agencies as directed.
Report suspected or known incidence of fraud relative to false billings, cost reports, kickbacks, etc.
Resident Rights
Maintain the confidentiality of all resident care information including protected health information. Report known or suspected incidents of unauthorized disclosure of such information.
Knock before entering a residents room.
Ensure that residents rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times.
Provide administrative support to resident/group councils as necessary.
Assist in maintaining resident funds in accordance with current regulations and facility policies.
Working Conditions
Works in office areas as well as throughout the facility.
Moves intermittently during working hours.
Is subject to frequent interruptions.
Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all conditions/circumstances.
Is subject to hostile and emotionally upset residents, family members, etc.
Works beyond normal working hours, on weekends and holidays, and on other shifts when necessary.
Is subject to callback during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
Is subject to frustrations in keeping up with administrative requirements.
Attends and participates in continuing educational programs.
Communicates with the medical staff, nursing personnel, and other department directors.
Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.
May be subject to the handling of and exposure to hazardous chemicals.
Education
Must possess, as a minimum a high school diploma. (AA Degree in Business Administration preferred but not necessary.)
Experience
Must have, as a minimum, three (3) years experience in an administrative supervisory capacity.
Must have knowledge of insurance procedures, contracts, etc., covering business transactions.
Must have knowledge of office machines and equipment.
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 deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
Must be knowledgeable of laws, regulations, and guidelines pertaining to hospital and nursing facility administrative procedures.
Must possess the ability to work harmoniously with other personnel.
Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies, and procedures, etc., that are necessary for providing proper administrative procedures and maintaining a sound operation.
Maintain the care and use of supplies, equipment, etc., and the appearance of the office by regular inspections and appropriate follow-up actions.
Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents, based on whatever maturity level at which they are currently functioning.
Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
Must be able to type a minimum of 45 words per minute and use a 10-key calculator.
Must possess a working knowledge of computers, input/output/retrieval data, etc.
Must not pose a direct threat to the health or safety of other individuals in the workplace.
Must be able to perform duties in a conscious state of alertness and in a safe manner.
Must be free from any impairing substance including but not limited to alcohol, marijuana, or any other drug.
Physical and Sensory Requirements
(With or Without the Aid of Mechanical Devices)
Must be able to move intermittently throughout the workday.
Must be able to speak and write the English language in an understandable manner.
Must be able to cope with the mental and emotional stress of the position.
Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.
Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.
Must be able to operate office, business and accounting machines, data processors, word processors, etc.
Must be able to push, pull, move, and/or lift a minimum of 60 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
May be necessary to assist in the evacuation of residents during emergency situations.