Administrative Assistant

Momentum at South Bay has an opportunity for an experienced Administrative Assistant.

Our Healthcare Facility is seeking an Administrative Assistant with a positive attitude to manage the office, supervise staff and handle duties for upper management. We are looking for an individual who is efficient and comfortable being an integral member of our team. We are looking for someone who is polished, professional, personable and can work with all levels of management. The ability to multi-task is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of the workload in a timely manner is key to success in this position.

l. Computer Proficiency

• Must be proficient in Microsoft Office applications, including:
• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Teams

2. Employee Onboarding and Credentialing

• Experience with onboarding procedures for staffing agency employees, contractors (1099), and facility employees.
• Conducting and coordinating background checks.
• Collecting and verifying all required state-mandated documentation and professional licensures.
• Completing and verifying Form 1-9 employment eligibility documentation.
• Scheduling coordinating orientation for new hires.

3. Financial Administration and Record Keeping

• Handling and maintaining accurate records of patient funds.
• Tracking facility expense reports and maintaining receipts.
• Reviewing, organizing, and accurately recording financial documentation.
• Scanning approved invoices and submitting them to Accounts Payable.
• Processing and mailing designated correspondence and documentation to the Corporate Office.
• Handling and distributing live employee checks in accordance with facility procedures.

4. Payroll and Front Desk Administration

• Managing front desk reception and ensuring a professional and welcoming environment.
• Scheduling and coordinating staffing shifts.
• Completing payroll responsibilities accurately and within established deadlines.
• Responding to incoming telephone calls and inquiries from vendors, employees, families, and residents.
• Organizing and distributing facility mail.
• Providing exceptional customer service to residents, families, employees, vendors, and visitors.

5. Facility Operations and Administrative Support Ordering once supplies and maintaining inventory for the facility.

• Managing employee Disability, FMLA, and paid Family Leave Claims and related documentation.
• Scheduling meetings, webinars, and appointments on behalf of the Administrator.
• Assisting the Administrator with administrative tasks, projects, and other duties as assigned.
• Coordinating the ordering tracking, and distribution of computer equipment and related technology.
• Responding to and assisting with IT-related inquiries and concerns from staff.
• Addressing and coordinating the resolution of concerns and issues raised by employees, families, and residents.

6. Regulatory Compliance and Professional Competencies

• Possess a basic understanding of applicable Department of Health (DOH), Office of the Medicaid General (OMIG), and Centers for Medicare & Medicaid Services (CMS) compliance requirements.
• Demonstrate excellent written and verbal communication skills.
• Maintain a high level of organization, accuracy, and attention to detail.
• Demonstrate the ability to prioritize tasks, manage competing responsibilities, and meet established deadlines.
• Exercise sound judgment, professionalism, discretion, and confidentiality when handling sensitive information.
• Demonstrate the ability to work independently while effectively supporting the Administrator and facility operations.

7. General Administrative Responsibilities

• Perform all Other duties and responsibilities reasonably assigned by the Administrator in support of facility operations.
• Maintain effective communication and collaboration with facility departments, employees, residents, families. vendors, and Corporate Office personnel.
• Ensure all assigned responsibilities are completed accurately, timely, and in accordance with established facility policies and procedures.