ADMINISTRATIVE ASSISTANT/RECEPTIONIST

PURPOSE OF YOUR JOB POSITION:

The primary purpose of your job position is to assist in the day-to-day functions of the company in accordance with current acceptable accounting and cost reimbursement principles relating to the long-term care operation, and as may be directed by the Administrator.

DELEGATION OF AUTHORITY:

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

ESSENTIAL JOB FUNCTIONS STATEMENT:

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.

SAFETY FACTORS:

Risk Potential to Blood/Body Fluids:

Category I: Tasks in this category involve exposure to blood, body fluids, or tissues, and require the use of personal protective equipment.

Category II: Tasks in this category involve no exposure to blood, body fluids, and/or tissues, but employment may require performing unplanned category I tasks.

Category III: these tasks require no exposure to blood, body fluids, and/or tissues, and category I tasks are not a condition of employment.

ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES

Administrative Functions

• Complete assignments as directed by the Administrator.
• As needed, complete daily deposits and complete deposit log
• As needed, ensure that all AP invoices are sent to corporate for processing
• Assist in maintaining accurate resident census by resident name and room number.
• Ability to maintain accurate emergency telephone numbers list.
• Ability to maintain accurate reference telephone numbers list.
• Ability to maintain accurate key personnel telephone numbers list.
• Ability to maintain accurate medical staff telephone numbers list.
• Ability to operate a word processor/computer.
• Ability to operate the facility paging system.
• Ability to operate the facility telephone system.
• Ability to communicate effectively on the telephone and in person.
• Ability to receive, sort, and distribute mail accurately and timely.
• Assist with data entry in the payroll system. Ensure that all data needed to accurately process payroll is available to the facility payroll administrator.
• May be responsible for assisting with data entry into the payroll system, including basic individual employee data (pay rate, benefit plan deductions, tax status, etc.) and time records needed to process each payroll.
• Assist in planning, developing, organizing, implementing, and evaluating the activity programs of this facility.
• Refer resident/families to appropriate social service personnel when the facility does not provide the services or needs of the resident.
• At times, assume the authority, responsibility, and accountability of Activity Aide.
• Coordinate activities with other departments as necessary.

Staff Development

• 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.

Resident Rights

• Maintain confidentiality of all resident information.

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, personnel, and visitors.
• Works beyond normal working hours, on weekends and holidays, and on other shifts when necessary.
• Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Attends and participates in continuing educational programs.
• 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.

Educational Requirements

Must possess, as a minimum, a 12th grade education or its equivalent.

Experience

• Must have, as a minimum, one year(s) experience in bookkeeping or accounting practices. Experience in health care accounting preferred but not 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 deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
• 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 sound accounting techniques.
• Must be able to understand and carry out written and oral instructions.
• Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents, staff, and visitors 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 accounting practices.
• Must be knowledgeable of micro-computers, data entry, output, etc.
• Must possess the ability to examine and verify financial documents and reports.
• Must be able to prepare financial and other records in a systematic, neat, and legible manner.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.

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.