Job Summary The Administrative Assistant II supports the planning, organization, and implementation of administrative and operational activities within the business office. This role requires effective communication, organizational skills, and a customer-focused attitude while performing a variety of clerical tasks to maintain the efficiency of daily operations.
Qualifications - Minimum typing speed of 30 words per minute (WPM).
- Preferred: One year of experience in a healthcare-related field.
- Proficiency in computer applications and scheduling tools.
- Strong telephone and communication skills.
- Effective filing and organizational capabilities.
Organizational Expectations - Provides a positive and professional representation of the organization.
- Maintains competency and knowledge of current standards of practice and industry trends.
- Participates in ongoing quality improvement initiatives.
- Adheres to organizational and regulatory policies and procedures.
- Demonstrates excellent customer service consistent with the organization's Vision, Mission, and Values.
Essential Functions / Assigned Tasks - Answer telephone calls and distribute information appropriately.
- Assist families, doctors, visitors, and others with concerns and inquiries.
- Type and post memos as requested.
- Order supplies for the business office and other departments.
- Accept and sign for vendor correspondence.
- Fax reports and forms to designated departments.
- Assist with survey preparation and readiness.
- Process check requests, invoices, requisitions, and travel expenditures.
- Distribute employee mail and interoffice correspondence.
- Maintain accurate employee files and contact information.
- Receive and post payments for services and review adjustments as needed.
- Dispense resident funds according to facility protocol.
- Assist in processing waiting list applications and new admissions.
- Support monthly business office reports and petty cash reconciliation.
- File and process discharged resident charts in a timely manner.
- Communicate regularly with Human Resources as assigned.
- Prepare time and attendance records and process payroll.
- Submit staffing data reports to maintain compliance with regulations.
- Create Call Calendars for Administrator on Call and Maintenance On Call schedules.
- Manage and update the Conference Room Meeting Schedule.
- Compose and mail care plan letters.
- Ensure all licensed staff have current licenses on file.
- Assemble orientation packets for new employees and complete assigned orientation tasks.
- Complete Designating Agent forms for new nursing staff.
- Perform other related duties as assigned.
Physical Requirements - Ability to sit, bend, stoop, kneel, crouch, and perform overhead lifting as required for the role.