ADMINISTRATIVE ASSISTANT - CB

DEPARTMENT:        Administration

POSITION:              Administrative Assistant

SUPERVISOR:        Vice President of Assisted Living Services

Acts as a receptionist in the office of the Vice President of Assisted Living Services answering telephone calls and receiving visitors.  Determines the nature of business and either supplies information, answers questions of a routine nature, or refers caller as appropriate.

Acts on own initiative or from brief verbal instructions in preparing replies to correspondence such as letters, memoranda, etc. insuring correct business format, grammar, spelling and punctuation, etc.

Obtains required information from office files, other personnel or offices in the facility as required.  Maintains Cedarbrook marketing materials and reorders from Community Relations as needed.

Receives incoming mail and correspondence for Cedarbrook distributing to resident mailboxes on a daily basis.  Handles all outgoing mail as required. 

Maintains a file of most frequently used telephone numbers, including home numbers of staff, resident phone numbers and resident representative phone numbers.

Maintains admission/discharge books in administration office.

Compiles admission paperwork for both enriched housing and ALP admissions for review and signature.  Also participates in new admission process by completing paperwork with the resident and family member that is assigned by Vice President of Assisted Living Services. 

Completes monthly quality assurance audits as directed by the Vice President of Assisted Living Services and based on Department of Health survey results.

Types and maintains all required personnel information, i.e. inservice/education hours, physicals/mantoux, flu shots, etc., to assure compliance with all regulations.

Schedules and conducts tours of the facility as directed.

Takes minutes at Resident Council meetings, transcribing them into final format for distribution to all residents.

Types in draft form all policies and procedures and job descriptions for all disciplines and forwards to Health Care Center Executive Assistant for inclusion in the main file.

Types all correspondence, personal care logs, face sheets, etc., for all disciplines as needed.

Takes picture of new resident for their medical record and assures that new resident name tags are made and in place outside of apartments. 

Coordinates the scheduling of Cedarbrook drivers for medical transportation as needed.

Completes the HHA work schedule in Smartlinx on a bi-weekly basis.  Reviews time punches in Smartlinx on a daily basis and makes corrections as needed.  Assures that time punch correction forms are completed to correspond with employee punches.

Orders and secures office supplies as needed.  Orders all housekeeping, medical and incontinence supplies on a weekly and monthly basis.

Responsible for logging all cash receipts for Cedarbrook as needed.  In addition, maintains resident’s personal allowance accounts accurately, completes quarterly statements, reviews with residents and obtains signatures. 

Sends monthly invoices to residents/families for extra resident and guest meals for the month.

Completes and timely submits long-term care insurance invoices on a monthly basis.  Confirms and completes accuracy of monthly census and ACH rent payments for Vice President of Assisted Living Services’ approval. 

Contacts resident’s physician offices and makes medical appointments for residents as needed. Types appointment reminders for the week for all residents; types schedule of resident appointments weekly for the nursing department.

Performs duties according to the highest ethical and moral standards and in adherence with the facility’s corporate compliance plan and all applicable governing laws.  Adheres to the facility’s confidentiality statement in accessing and safeguarding protected health information (PHI) of residents and employees as necessary to perform job duties.

Performs any other functions as directed by the Vice President of Assisted Living Services.

Qualifications

Associates Degree in secretarial science; or

Minimum of three (3) years experience in an office based secretarial position.

Typing abilities of 50 words per minute, dictation/transcription skills and knowledge of Microsoft Windows software.

Ability to work independently with good oral and written communication skills.

Ability of being in charge of the office and carrying out required office duties.