Administrative Assistant

Atria Senior Living; Portsmouth (RI); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Atria Senior Living is seeking an organized Administrative/Business Office Associate to support the Community Business Director in Rhode Island. The role involves accounts receivable and payable, payroll tasks, HR duties, and data entry across resident data and vendor records.

Strong Microsoft Office skills, reliable communication, and the ability to handle confidential information are essential. On-site position requiring flexibility with shifts and scheduling.

Qualifications

• High school diploma or GED required.
• Proficient in Microsoft Office.
• Experience with accounts receivable/payable and payroll support.
• Ability to maintain employee and vendor records with confidentiality.

Responsibilities

• Performs administrative and business office tasks as assigned by the Community Business Director.
• Assists with accounts receivable: data entry, billing statements, aging reviews, and collections support.
• Assists with accounts payable: invoice coding, data entry, filing Vendor files.
• Assists with payroll by running punch reports, correcting entries, and supporting pay period end tasks; train staff on time clocks.
• Assists with HR tasks: new hire orientation, enrollment changes, and maintaining personnel files.
• Supports month-end close by collecting accruals and performing account research as needed.
• Provides direct phone coverage with receptionist staff.
• Manages and orders community office supplies.

Skills

Accounts receivable

Accounts payable

Payroll processing

HR processes

Microsoft Office

Data entry

Customer service

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Responsibilities

Performs the administrative and business office services tasks as assigned by the Community Business Director.

• Assists the Community Business Director with accounts receivable function to include maintaining resident data in systems and files. This may include input of ancillary charges and monthly billing statement generation, review of aging reports and supporting collection efforts.
• Assists the Community Business Director with accounts payable to include coding of invoices, data entry into systems; making copies and filing of vendor files.
• Assists the Community Business Director with payroll functions by running daily punch reports, correcting missed punch corrections and supporting pay period end functions and filing; train staff to proper time clock procedures.
• Assists the Community Business Director with human resource functions such as new hire orientation, enrollment and plan changes; maintaining of personnel files (with controlled access to files under the direction and supervisionof the Community Business Director or Executive Director) and tracking of FMLA, Worker’s Compensation, and other programs as assigned.
• Assists the Community Business Director with month end close procedures in collection of month end accruals from department heads; assists with account research as necessary.
• Assists with direct phone coverage with receptionist staff.
• Manages and orders community office supplies as needed.
• May drive company vehicle from community to social and other various destinations (only if required by community).
• Supports sales effort by scheduling tours, completing phone inquiries, conducting tours as needed.
• May perform other duties as needed and/or assigned.

Qualifications

• High school diploma or general education degree (GED); or one (1) to three (3) months related experience and/or training; or equivalent combination of education and experience.
• Proficient computer skills with experience using Microsoft Office and ability to navigate the internet.
• Must successfully complete all Atria specified training programs.
• State required training guidelines.
• Able to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Able to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Able to work various schedules and shifts as needed.