Administrative Assistant

Ohio Living; Kentucky; On-site; USD 35,000 - 48,000; Full time

Job summary

Ohio Living in Kentucky is seeking an Administrative Assistant to support executives and departments, coordinating calendars, meeting materials, and communications. The role includes travel arrangements, minute taking, preparing memos and reports, and assisting with purchasing and document processing to keep operations efficient.

Ideal candidates will have a high school diploma or equivalent, at least two years of office experience, and the ability to type 75 wpm.

Qualifications

• High school diploma or equivalent required.
• Two years experience in a professional office setting in an administrative/clerical role supporting a department and/or management.
• Must be able to type a minimum of 75 words per minute.
• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet.
• Must be able to read, write, speak, and understand the English language.

Responsibilities

• Proactively provides administrative support for scheduling, meeting materials, communications, clerical tasks, special projects, event planning and coordinating.
• Manages detailed calendar activity with executives, board members, consultants, or vendors.
• Coordinates and executes department, committee, board meetings including room reservations, agendas and setup.
• Compiles, transcribes and distributes minutes of meetings; provides technical support for meetings and presentations.
• Makes travel arrangements and prepares memos, letters, reports, slides and handouts.
• Processes daily paperwork and follows up on the status; maintains records per company standards and regulations.
• May verify licenses, sanctions, and enter information into EMR systems; keeps a life plan community physician list.
• Maintains records; adheres to records management policy; identifies workflow improvements.
• Performs other duties as assigned.

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing!Our intention is to have employees who are passionate about making their personal mission statement come to life each day at work! Be it through providing healing, eradicating loneliness, contributing to efficiencies, streamlining processes, being dependable, sparking creativity or something else, the demonstration of HOW you do your job is just as important as WHAT you do in your job.Alongside our valued employees, we are making a difference throughout the state of Ohio in the lives of those that need healthcare or those embracing the next chapter of their lives. Sustained members of our team demonstrate accountable behavior and share our values of customer service, innovation, integrity, financial stewardship, leadership and care.The Administrative Assistant provides support to an executive and/or department to ensure they successfully deliver on commitments and effectively execute organizational operations in a timely and efficient manner by overseeing the administrative procedures and processes and acting as a liaison with internal and/or external partners.**Essential Activities and Tasks****Operations Support - 60%*** Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings.* Multi-tasks as a shared support resource for multiple executives effectively anticipating and fulfilling administrative and communications support activities.* Manages detailed calendar activity requiring interaction with internal and external executives and assistants, as well as board members, consultants, or vendors.* Coordinates and executes department, committee, board, and other meetings including room reservations, meeting notifications, agenda development, set up, and clean up.* Compiles, transcribes, and distributes minutes of meetings.* Provides technical support for meetings and presentations.* Makes travel arrangements.* Prepares memos, letters, reports, slide presentations, handouts, flyers, etc. as requested.* Handles collection and distribution of departmental mail and courier deliveries, then forwards and redirects when necessary. Takes mail to post office as needed.* Processes daily paperwork (i.e. work orders, reports, invoices, check requests, etc.), then reviews and follows-up regarding the status of the paperwork.* May verify physician license renewals, medical sanctions, NPI numbers, enter the information into the electronic medical records systems, and also maintain a list of the life plan community physicians.* Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.* Adheres to the records management system policy and procedures for the department and ensures departmental staff does the same.* Operates within the standard company practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.**Financial, Assets, and Materials Management - 20%*** Processes check requests and pays invoices and expenses.* Collects forms from new vendors used to add them to the accounting system.* Monitors departmental expenses placed on credit cards and P-cards.* Records budgetary expense information.* May develop and maintain a system for purchasing office supplies for the department.* May assign purchase order (PO) numbers to PO request, notify staff of the PO status, make PO adjustments, as necessary, and file paperwork appropriately, if applicable.* May review and process pay applications, distribute copies, and save in job folders.* Provides technical support for meetings and presentations.* Prepares resident charges and reviews for accuracy a file that is uploaded to the Corporate Accounts Receivable Department once a month, if supporting a life plan community.* May assist the Corporate Accounts Receivable Department with resident communications regarding past due charges and account status at a life plan community.**Customer Relations and Service Delivery - 20%*** Helps with board, staff, resident, and/or patient events as requested.* Supports the leadership team’s day-to-day relationships by interfacing with board members, life plan community and home health and hospice staff, residents, patients, and family members as a key administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner.* Reviews and responds to compliments, complaints, and grievances from residents, patients, staff members, and other constituents as directed by the supervisor.* May fill in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors.All other duties as assigned.**Qualifications**Education* High school diploma or equivalent required.Experience* Two years experience in a professional office setting in an administrative/clerical role supporting a department and/or management.* Must be able to type a minimum of 75 words per minute.* Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet.Other Requirements* Must be able to read, write, speak, and understand the English language.**Working Conditions and Special Requirements*** Sitting - Up to 8 hours/day* Standing - Up to 3 hours/day* Walking - Up to 2 hours/day* Lifting, pushing, pulling, and moving equipment, supplies, etc. - Up to 50 pounds* Risk Category for Exposure to Bloodborne Diseases - III