Administrative Assistant

Ohio Living; New Buffalo (OH); On-site; USD 36,000 - 48,000; Full time

Job summary

Ohio Living is seeking an Administrative Assistant to support executives and departments across our organization. You will manage calendars, schedule meetings, coordinate travel, and prepare reports and presentations.

Responsibilities include handling daily paperwork, processing invoices, and maintaining accurate records in line with company policies. You will act as a liaison with internal and external partners to ensure timely, efficient operations.

Qualifications

• High school diploma or equivalent required.
• Typing a minimum of 75 words per minute required.
• Proficiency with Windows and Microsoft Office (Word, Excel, PowerPoint) and Internet.

Responsibilities

• Provide administrative support to executives and departments.
• Manage calendars, meetings, and travel arrangements.
• Prepare memos, reports, slide presentations, and correspondence.
• Process daily paperwork and coordinate with departments on invoices and reports.
• Maintain records in compliance with company standards and regulations.
• Represent the department as a liaison with internal and external partners.

Skills

Typing 75 wpm

Communication

Education

High school diploma or equivalent

Tools

Windows

Microsoft Office

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