Business Office Administrative Assistant

Artesia Christian Home; Artesia (CA); On-site; USD 58,741,000 - 73,784,000; Full time

Job summary

Artesia Christian Home in Artesia, CA seeks a Full-Time Administrative Assistant for the Business Office. You will maintain records, greet visitors, handle calls, manage mail and donations, assist payroll, and support HR and accounting to keep daily operations running smoothly.

Requirements include an Associate degree or equivalent, strong English communication, and computer literacy. Schedule is Mon–Fri, 8:00 AM–4:30 PM. Pay ranges from $20.50 to $25.75 hourly, with weekends off.

Qualifications

• Associate degree or equivalent from a two-year or technical school, or two years of related experience.
• Must be computer literate and able to learn new software as needed.
• Must have excellent verbal and non-verbal communication skills in English.
• Must have excellent interpersonal skills.
• Able to work independently, accept feedback, and self-evaluate.

Responsibilities

• Greet visitors or callers and handle inquiries or direct them to the appropriate persons.
• Answer a high volume of calls; provide information, take messages or transfer calls.
• Manage incoming/outgoing mail and faxes daily.
• Receive payments and donations; enter donations into the receipt book and prepare payments for payroll.
• Assist with reviewing donation correspondence for printing onto Messenger.
• Send donation receipts and thank you letters to donors.
• Manage petty cash transactions and assist with billing (A/R).
• Prepare end-of-month cash deposit for the Payroll Coordinator by balancing cash from the cash drawer and safe backup.
• Assist with nursing hours reports by interfiling and scanning documents.
• Assist gift shop customers.
• Maintain files for active and discharged residents.
• Prepare and mail SNF Exit Letters to families of expired residents.
• Update and distribute face sheets for SNF residents.
• Assist in the preparation of all documents for new SNF admissions.
• Create, maintain, and enter information into databases, including Voicefriend, Call Lists, and facility maps.
• Set up and manage filing systems, recording information, updating paperwork, or maintaining documents.
• Operate office equipment and arrange repairs when needed.
• Maintain calendars, events, and notices using BaseCamp and VoiceFriend.
• Monitor office supplies inventory.
• Order and maintain office supplies and vendor orders.
• Prepare and collect the Life Enrichment Program’s budget monthly.
• Schedule and confirm appointments for HR, clients, customers, and Directors; enter information into Basecamp.
• Make copies of forms and documents for the Business Office.
• File forms and correspondence into personnel and employee health files.
• Assist in preparation of documents for new employees.
• Handle guest and employee meal tickets.
• Enter resident charges into MatrixCare for A/R staff.
• Run MVR checks annually for all ACH drivers.
• Assist the HR team with HR tasks.
• Schedule and coordinate Board meetings and events; prepare agendas, packets, and minutes.
• Serve as primary contact for Board members and ensure efficient communication.
• Oversee Board operations to support the Executive Director.
• Assist the Executive Director with tasks as requested.
• Assist Business Office staff in all operations.

Skills

Communication skills

Organization

Attention to detail

Customer service

Education

Associate degree or equivalent

Tools

BaseCamp

VoiceFriend

MatrixCare

Messenger

Job description

Job Details

Job Location: Artesia, CA 90701

Salary Range: $20.50 - $25.75 Hourly

We are looking for a Full-Time Administrative Assistant to join our Business Office. The ideal candidate is organized, detail-oriented, and enjoys helping others. If you have strong communication skills, provide compassionate customer service, and take initiative in keeping day-to-day business operations running smoothly, we’d love to hear from you.

Schedule

Monday through Friday

8:00 AM - 4:30 PM

Weekends off and 6 paid holidays off annually

I. General Purpose of the Job

The purpose of this position is to provide administrative support to maintain a highly efficient and organized work environment and to assure quality management of records and documentation for the front office.

II. Job Functions

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the positions if the work is similar, related or is an essential function of the position.

Essential Duties and Responsibilities

• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Answer a high volume of calls; provide information to callers, take messages or transfer calls to appropriate individuals.
• Manage incoming/outgoing mail and faxes daily.
• Receive payments and donations; enter donations into the receipt book and prepare payments for payroll.
• Assist with reviewing donation correspondence in preparation for donations to be printed onto Messenger.
• Send donation receipts and thank you letters to donors.
• Manage the petty cash transactions and assist with billing (A/R).
• Prepare the end-of-month cash deposit for the Payroll Coordinator by balancing cash from the cash drawer and safe backup, creating new logs for each month.
• Assist the Payroll Coordinator with nursing hours reports by interfiling and scanning documents.
• Assist gift shop customers.
• Maintain files for active and discharged residents.
• Prepare and mail SNF Exit Letters to families of expired residents.
• Update and distribute face sheets for SNF residents.
• Assist in the preparation of all documents for new SNF admissions.
• Create, maintain, and enter information into databases, including Voicefriend, Call Lists, and facility maps.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents.
• Operate office equipment, such as fax machines, copiers, or phone systems, and arrange for repairs when equipment malfunctions.
• Maintain the organization’s calendars, events, and outgoing notices by utilizing programs like BaseCamp and VoiceFriend.
• Monitor office supplies inventory, including stamps.
• Order and maintain office supplies and any additional Amazon or other vendor orders for the organization.
• Prepare and collect the Life Enrichment Program’s budget monthly (for AL, MCC, and SNF departments).
• Schedule and confirm appointments for HR, clients, customers, and Directors as requested. Enter information into Basecamp.
• Make copies of forms, packets, brochures, and other documents for the Business Office.
• File various forms, documents, or correspondence into personnel and employee health files.
• Assist in the preparation of all documents for new employees.
• Handle guest and employee meal tickets (charges).
• Enter resident charges into MatrixCare for A/R staff.
• Run MVR checks annually for all ACH drivers (employees and volunteers)
• Assist the HR team with various HR tasks.
• Schedule and coordinate Board meetings and events, preparing agendas, packets, and minutes for distribution.
• Serve as the primary point of contact for Board members, ensuring efficient communication and organization.
• Oversee Board operations to support the Executive Director (e.g., organize records, assist with management-related tasks, prepare documents, etc.)
• Assist the Executive Director with tasks and projects as requested.
• Assist the Business Office staff in all aspects of its operations.

General Duties and Responsibilities

• Demonstrate Core Values and Non-Negotiable Behaviors as defined by the Artesia Christian Home
• Observe all facility policies and procedures, including safety and infection control policies and procedures.
• Complete tasks in accordance with both company policies and procedures, as well as adhering to California employment laws.
• Perform all other related duties as directed by his/her supervisor in an effective, timely and professional manner.
• Follow Residents’ Rights policies at all times.
• Assume accountability for all data contained in the employees’ handbook.
• Attend all in-service trainings, complete Relias trainings as assigned, and attend staff meetings.

III. Qualifications

• Must have an Associate degree, or equivalent, from a two-year or technical school, or two years of related experience; or equivalent combination of education and experience.
• Must be computer literate and able to learn new software as needed.
• Must have excellent verbal and non-verbal communication skills in English.
• Must have excellent interpersonal skills.
• Able to work independently, accept feedback, and self-evaluate.
• Must be in good physical and mental condition, capable of performing assigned tasks.
• Good health must be verified by a health and drug screening performed by a licensed physician, including a chest X-ray or intradermal test for TB.
• Must be able to hear, talk, and have a clear vision with or without corrective lenses.
• Must be able to sit in front of the computer for extended periods of time (more than 75% of the shift).
• Must be willing to work beyond normal working hours, if necessary.