Administrative Assistant

5871 Harbour View Boulevard, Suffolk, Virginia 23435

Job Description

The Office Administrative Assistant provides administrative support for the community’s human resources, billing, and general office functions under the direction of the Executive Director. This position focuses on onboarding coordination, maintaining administrative paperwork, recordkeeping, data entry, document processing, follow-up, and supply coordination.

Essential Functions

Human Resources Administrative Support

• Assists with new-hire onboarding by preparing materials, collecting required paperwork, checking documents for completeness, and routing information to the appropriate leader or HR representative.
• Coordinates new-hire orientation schedules, materials, and logistics.
• Maintains organized, accurate, and confidential personnel files and other HR records in designated systems and storage locations.
• Scans, uploads, and securely transmits personnel records to the Regional HRBP and other authorized parties.
• Tracks required licenses, certifications, training records, and documentation deadlines; sends reminders and promptly reports missing or expiring items to the appropriate leader.
• Distributes approved team member communications, forms, and notices and tracks requested acknowledgments.
• Routes questions involving benefits, leave, pay, employee relations, or policy interpretation to the appropriate leader or HR representative
  
  

Accounting and Billing Administrative Support

• Assists with scanning resident checks or coordinating the mailing of checks to the home office for processing, ensuring timely and secure handling of payments.
• Assists with uploading, organizing, and maintaining required financial documentation within the Community Finance Hub to ensure accuracy, accessibility, and compliance.
• Serves as the primary on-site point of contact for the Revenue Services Specialist (RSS), facilitating communication, coordinating requests, and ensuring timely follow-up on business office needs.
• Provides backup assistance with LTC billing submissions and resubmissions, ensuring required documentation is complete and submitted within established deadlines.
• Assists with the timely distribution of monthly payer statements and collection letters to residents and responsible parties, in coordination with the RSS, ensuring accurate and confidential delivery.
• Sells meal tickets, records each transaction accurately, and processes payment by personal check or authorized payroll deduction.
• Oversees the community p-card, ensuring receipts are turned and reports are submitted.
  
  

General Office Administration

• Prepares, copies, scans, files, and distributes correspondence, forms, reports, and other administrative materials.
• Maintains electronic and paper filing systems so authorized users can locate current, complete records promptly.
• Enters and updates information in approved systems, spreadsheets, and tracking logs; reviews entries for accuracy and completeness.
• Monitors office supply inventory, submits orders within approved purchasing procedures and spending limits, checks deliveries, and organizes supplies.
• Coordinates outgoing mail, shipping, document deliveries, and routing of administrative correspondence.
• Assists with scheduling administrative meetings, preparing meeting materials, and tracking assigned follow-up items.
• Assist Executive Director with resident/family inquires/follow-up.
• Coordinates service requests for office equipment.
• Protects confidential resident, applicant, team member, and financial information; uses secure storage and transmission methods and promptly reports misplaced records or suspected unauthorized access.
  
  

Non-Essential Functions

• Performs other duties as assigned
  
  

Requirements

• High school diploma or GED required.
• 2 years of administrative or office support experience required; experience with HR paperwork, billing, accounts payable, or confidential recordkeeping preferred.
• Proficiency with Microsoft Outlook, Word, and Excel and the ability to learn company HR, accounting, and document management systems.
• Strong organizational skills, attention to detail, accurate data entry, and the ability to manage multiple priorities and meet deadlines.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Effective verbal and written communication skills and professional interactions with residents, responsible parties, team members, vendors, and community leadership.
  
  

Physical Requirements

• Primarily sedentary office work involving prolonged periods of sitting and computer use.
• Ability to use standard office equipment, including a computer, keyboard, mouse, printer, scanner, and copier.
• Occasional standing, walking, reaching, bending, and lifting or moving office supplies and files weighing up to 10 pounds.
• Ability to perform the essential functions of the position with or without reasonable accommodation.
  
  

Why Harmony?

• 401k Fulltime & Part-time Benefits Packages
• Training, Development & Career Laddering
• Great work-life balance
• Flexible Scheduling