Administrative Assistant Full Time

ADMINISTRATIVE ASSISTANT- FULL TIME

SCOPE

The Administrative Assistant works under the guidance of the Human Resources/Finance Director & serves as a team member to promote optimal resident care. This position is responsible for supporting the financial & administrative operations & ensures compliance with federal and state regulations while maintaining accurate financial records for residents in a long-term care setting. This position provides a variety of services for multiple departments & you are essential for providing person-centered resident care and providing a ministry of gentle service!

**Per Minnesota Department of Human Services guidelines, must have successful passing of background screening. **

**ACCOUNTING, BILLING, AND RECEPTIONIST EXPERIENCE PREFERED.**

ACCOUNTABILITIES

• Serve as first point of contact at the front desk, greeting visitors & residents with professionalism & courtesy.
• Manage multi-line phone systems, directing calls efficiently and providing exceptional customer service.
• Perform data entry and maintain accurate records using Microsoft Office and other office management software.
• Manage resident & tenant billing and accounts receivable including private pay, Medicare, Medicaid, and insurance billing. This includes tenants in Assisted Living facility.
• Ensure accurate resident account setup within resident care software and maintenance at admission.
• Process monthly billing statements and follow up on outstanding balances.
• Communicate with residents, responsible parties, and families regarding billing questions and payment arrangements.
• Coordinate with admissions staff to obtain financial documentation and insurance information.
• Ensure private pay billing, collecting, etc. is completed & documented timely.
• Enter & code accounts payable invoices accurately within applicable software program.
• Monthly reconcilation of trust bank statements.
• Verify resident insurance benefits & eligibility.
• Daily Case Mix management – producing & sending letters, updating software program, etc.
• Maintain accurate records of demographics, payments, deposits, and adjustments in resident trust accounts.
• Prepare reports on accounts receivable, collections, and financial status as requested.
• Monthly balancing of resident & tenant accounts to designated St. Luke’s bank accounts.
• Work collaboratively with social services and admissions regarding payer source changes.
• Ensure compliance with all federal, state, and facility financial regulations.
• Maintain confidentiality of resident financial information in accordance with privacy regulations.
• Assist with audits and provide requested financial documentation.
• Schedule required screenings for new hires, and give required new hire paperwork as needed.
• Maintain office supplies inventory & ensure workspace remains organuized & welcoming
• Perform other duties as assigned by the Administrator or supervisor.

Other

• Filing, scanning, copying, data entry, & any other clerical tasks as directed
• Demonstrate positive working relationships with coworkers and other departments.
• Ensure compliance within all departments, organizational policies, systems, regulations and demonstrate a strong commitment to St. Luke’s Lutheran Care Center’s mission of providing a ministry of gentle service and person-centered care.
• Adhere to the Code of Conduct and Compliance, Vulnerable Adult Policy, and any other policies in addition to other job specific policies.
• Attend scheduled mandatory in-services & complete required monthly training as assigned through online platform.
• As part of the overall team, you may be requested to assist in the support of other resident care activities.
• Use effective communication with residents, families, visitors, coworkers, and other health care professionals.
• Promote positive image of St. Luke’s Lutheran Care Center by embracing person-centered care with a positive attitude.
• Wear name tag during scheduled shift

COMPETENCIES

Critical Thinking – Self-Driven/Motivated – Excellent Communication – Teamwork- Integrity/Honesty – Situational Awareness – Adaptable – Time Management

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PHYSICAL & SAFETY REQUIREMENTS

While performing the duties of this job, you are regularly required to walk, handle & feel objects, reach with hands & arms, reach above arm level, communicate effectively & efficiently. In addition, the physical requirements for this role include, but are not limited to:

• Ability to sit for extended periods of time while working on a computer
• Ability to occasionally stand, walk and lift of up to 20 pounds
• Vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus
• Follow standard precautions & infection control practices
• Report any work or non-work related injury immediately
• Ability to use GOOD BODY MECHANICS

EDUCATION, EXPERIENCE & SKILLS

• You value a person-centered care environment & are capable of providing a ministry of gentle service!
• You take great pride in caregiving & having fun along the way!
• High school diploma or equivalent required; associate or bachelor’s degree in business, accounting, or healthcare administration preferred.
• Experience in long-term care billing, healthcare billing, or accounts receivable preferred.
• Knowledge of Medicare, Medicaid, and insurance billing procedures preferred.
• Knowledge of SageIntact and Matrix systems preferred.
• Strong organizational, communication, and problem-solving/critical thinking skills.
• Ability to handle confidential financial information.
• Proficiency with computer systems, billing software, and Microsoft Office
• Prior experience working in a long-term care setting, preferred
• Ability to maintain confidential information & work with a diverse population
• Ability to read & comprehend verbal & written instructions
• Ability to operate a computer & complete required training within the training program

The requirements listed above are a representative of the knowledge, skills and/or abilities required for this position. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions of this job. This document is intended to describe the general content & performance requirements of this position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements & does not imply a contract. Other duties may be assigned according to business need.

St. Luke’s Lutheran Care Center has the exclusive right to alter this job description at any time without notice to meet business needs.