Business Office Administrative Assistant

• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Answer a high volume of calls; provide information to callers, take messages or transfer calls to appropriate individuals.
• Manage incoming/outgoing mail and faxes daily.
• Receive payments and donations; enter donations into the receipt book and prepare payments for payroll.
• Assist with reviewing donation correspondence in preparation for donations to be printed onto Messenger.
• Send donation receipts and thank you letters to donors.
• Manage the petty cash transactions and assist with billing (A/R).
• Prepare the end-of-month cash deposit for the Payroll Coordinator by balancing cash from the cash drawer and safe backup, creating new logs for each month.
• Assist the Payroll Coordinator with nursing hours reports by interfiling and scanning documents.
• Assist gift shop customers.
• Maintain files for active and discharged residents.
• Prepare and mail SNF Exit Letters to families of expired residents.
• Update and distribute face sheets for SNF residents.
• Assist in the preparation of all documents for new SNF admissions.
• Create, maintain, and enter information into databases, including Voicefriend, Call Lists, and facility maps.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents.
• Operate office equipment, such as fax machines, copiers, or phone systems, and arrange for repairs when equipment malfunctions.
• Maintain the organization’s calendars, events, and outgoing notices by utilizing programs like BaseCamp and VoiceFriend.
• Monitor office supplies inventory, including stamps.
• Order and maintain office supplies and any additional Amazon or other vendor orders for the organization.
• Prepare and collect the Life Enrichment Program’s budget monthly (for AL, MCC, and SNF departments).
• Schedule and confirm appointments for HR, clients, customers, and Directors as requested. Enter information into Basecamp.
• Make copies of forms, packets, brochures, and other documents for the Business Office.
• File various forms, documents, or correspondence into personnel and employee health files.
• Assist in the preparation of all documents for new employees.
• Handle guest and employee meal tickets (charges).
• Enter resident charges into MatrixCare for A/R staff.
• Run MVR checks annually for all ACH drivers (employees and volunteers)
• Assist the HR team with various HR tasks.
• Schedule and coordinate Board meetings and events, preparing agendas, packets, and minutes for distribution.
• Serve as the primary point of contact for Board members, ensuring efficient communication and organization.
• Oversee Board operations to support the Executive Director (e.g., organize records, assist with management-related tasks, prepare documents, etc.)
• Assist the Executive Director with tasks and projects as requested.
• Assist the Business Office staff in all aspects of its operations.

• Demonstrate Core Values and Non-Negotiable Behaviors as defined by the Artesia Christian Home
• Observe all facility policies and procedures, including safety and infection control policies and procedures.
• Complete tasks in accordance with both company policies and procedures, as well as adhering to California employment laws.
• Perform all other related duties as directed by his/her supervisor in an effective, timely and professional manner.
• Follow Residents’ Rights policies at all times.
• Assume accountability for all data contained in the employees’ handbook.
• Attend all in-service trainings, complete Relias trainings as assigned, and attend staff meetings.

III. Qualifications

• Must have an Associate degree or equivalent, from a two-year or technical school, or two years of related experience; or equivalent combination of education and experience.
• Must be computer literate and able to learn new software as needed.
• Must have excellent verbal and non-verbal communication skills in English.
• Must have excellent interpersonal skills.
• Able to work independently, accept feedback and self-evaluate.
• Must be in good physical and mental condition, capable of performing assigned tasks.
  • Good health must be verified by a health and drug screening performed by a licensed physician, including a chest X-ray or intradermal test for TB.
  • Must be able to hear, talk, and have a clear vision with or without corrective lenses.
  • Must be able to sit in front of the computer for extended periods of time (more than 75% of the shift).
• Must be willing to work beyond normal working hours, if necessary.