Concierge / Front Desk - PART TIME

CLAREMONT RETIREMENT VILLAGE; Columbus (OH); On-site; USD 34,000 - 52,000; Full time

Job summary

CLAREMONT RETIREMENT VILLAGE in Columbus, OH, seeks an Administrative Assistant to support the Executive Director and Administration/Sales. Responsibilities include maintaining resident and associate files, processing payroll punches, and coordinating resident meetings.

The role requires a high school diploma or GED, 1–2 years of office experience, proficiency in MS Office, strong written and verbal communication, and the ability to protect confidential information.

Qualifications

• Must have a high school diploma or GED and 1–2 years of office experience.
• Proficient with Windows, Microsoft Office apps, and internet-based payroll tools.
• Strong writing, grammar, email etiquette, and time management.

Responsibilities

• Maintains associate and resident files, keeping information current for surveys and inspections.
• Monitors payroll time punches, PTO, holidays, and overtime as applicable.
• Assists with recruitment activities, references, interviews, and onboarding.
• Assists in benefit enrollments for medical, dental, and ancillary plans.
• Follows state assisted living regulations and supports regulatory compliance.
• Explains policies of the associate handbook and benefit packages at a basic level.
• Maintains confidentiality and professionalism regarding pay, benefits, and private matters.
• Provides administrative support including typing, filing, reports, scheduling, and vendor calls.
• Keeps office supplies inventory and notifies vendors as needed.
• Participates in meetings, trainings, and staffing; performs other duties as assigned.

Skills

Organizational skills

Time management

English proficiency

Interpersonal skills

Office equipment familiarity

Email etiquette

MS Office

Education

High school diploma or GED with 1–2 years office experience

Tools

Windows

Microsoft Word

Microsoft Excel

Microsoft Outlook

Payroll systems

Property management software

Job description

Summary of Duties

This position reports to the Executive Director and provides support to the Administration and Sales Departments. The Administrative Assistant provides clerical support, organizes, and maintains resident and associate files, assists with resident requests, may provide payroll support such as monitoring schedules, punch detail reports, monitoring overtime, and assists in the coordination of resident, family meetings, and guest services. Supports the recruitment, background checks, benefit enrollments, and onboarding/orientation processes for all new hires at the community. Provides other assistance as assigned.

Essential Functions

• Maintains accurate associate and resident files, keeping information current in the file for state surveys and inspections.
• Monitor, edit, and input payroll time punches to include missing punches, paid time off (sick, vacation, personal holiday, other), not to exceed associate PTO bank, and monitor holiday hours and eligibility.
• Assist with recruitment activities by placing ads, screening applicants, check references, scheduling physicals, and scheduling interview appointments, as requested by supervisor.
• Assist in benefit enrollments for medical, dental, and ancillary benefit plans.
• Administrative Assistant must know and follow state assisted living regulations, as applicable to support the Wellness Department in monitoring regulatory compliance.
• Possess basic understanding of associate handbook policies and ability to explain policies to associates.
• Possess basic understanding of associate's benefit package and ability to explain on a basic level to associates.
• Possess basic knowledge of forms and procedures as it relates to payroll and human resource topics.
• Maintain associate files with respect to confidentiality and legal compliance.
• Ability to maintain confidentiality and professionalism in all things related to associate pay, benefits, and other private matters.
• Provide administrative support including typing, filing, preparation of reports, copying, scheduling appointments, and calling vendors, as requested by the supervisor.
• Keep inventory of office supplies.
• May be asked to notify vendors to repair or address supply inventories.
• Resolve immediately or report to the supervisor any unsafe conditions including building hazards, unsafe work practices, or threats to resident safety.
• Participates in required meetings, training, and staffing.
• Other duties as assigned.

Non-Essential Functions

• Supports and participates in the resident centered activity programs.
• Participates in projects or committees as assigned.
• Attends all associate meetings including in-service education and associate functions, as requested by the supervisor.
• Assists in a variety of tasks involving residents as assigned.

Knowledge, Skills, Abilities, and Experience

• High school diploma or GED equivalent and one to two years of relevant office training or comparable post-high school education which may include vocational or college education.
• Computer skills including Windows, Office, Word, Excel, Outlook, internet-based payroll, and property management programs.
• Good grammatical and writing skills, proficient with email process and etiquette.
• Must be highly organized, efficient and has excellent time management skills.
• Ability to read, write, and speak English.
• Ability to comprehend and apply regulations, employment, and labor laws, local, state, and federal standards, and requirements.
• Must have the interpersonal skills to work with various levels of people, associates, and residents.
• Familiarity with office equipment including fax, copier, computers, scanner, phone.
• Be free of communicable disease.
• Completion of drug testing and criminal record background check upon hire and upon request of supervisor.
• Physical requirements include bending, standing, lifting, stooping, sitting, walking, stretching, and ability to lift/carry up to 40 pounds.