Executive Assistant

Paycom - ATS; United States; On-site; USD 42,000 - 66,000; Full time

Job summary

Paycom - ATS seeks an Executive Assistant to support the Executive Director and facility management team with high-level administrative duties. The role requires maintaining confidential information, organizing complex calendars, and coordinating regulatory tasks to ensure timely compliance.

The successful candidate will handle documentation, oversee communications, prepare reports, and assist with meetings and committee activities, contributing to efficient operation of the facility.

Qualifications

• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities, deadlines, and records.
• Proficiency with Microsoft Office applications and electronic systems (Outlook, Word, Excel, Teams, SharePoint).
• Excellent written and verbal communication, professional interaction with staff and outside agencies.
• Strong commitment to confidentiality and discretion.

Responsibilities

• Provide administrative support to the Executive Director and facility management team.
• Maintain accurate records and regulatory documentation.
• Prepare and submit required reports and support regulatory reporting.
• Record and transcribe meeting minutes and distribute to stakeholders.
• Coordinate client admissions, discharges and related regulatory tasks.
• Communicate professionally with staff, vendors, and external agencies.

Skills

Organizational skills

Time management

Communication skills

Confidentiality

Independence

Professionalism

Tools

Microsoft Office

Outlook

Word

Excel

Teams

SharePoint

Job description

Position Title: Executive AssistantImmediate Supervisor: Executive DirectorJob Type: Full-Time, Non-ExemptJob Overview:We are seeking a highly organized, dependable, and proactive Executive Assistant to provide administrative support to the Executive Director and facility management team. This position is responsible for coordinating daily administrative functions, maintaining accurate records, preparing and submitting required reports, supporting facility committees, and assisting with client admissions, discharges, and other regulatory requirements.The ideal candidate will be able to manage multiple priorities, maintain confidentiality, meet deadlines, communicate professionally with staff and outside agencies, and maintain accurate and organized documentation. This position plays an important role in supporting the overall operation of the facility and ensuring required administrative and regulatory responsibilities are completed timely and accurately.Key Responsibilities:Telephone: Answer the main telephone line, route calls appropriately, and take messages as needed.Mail Collection and Distribution: Process daily incoming mail and distribute it to the appropriate recipients. Prepare outgoing mail and maintain the Stamps.com account for postage needs.Billing Support: Review medical appointment billings against nurses' appointment lists, approve appropriate billings, and forward approved bills to the Business Manager.Vendor Communication: Respond to vendor requests for additional billing information, including client insurance cards and other documentation.Emails: Respond to routine emails from staff, State Office, vendors, and other individuals or agencies.Operations Meetings: Every other week, record and transcribe Operations meeting minutes and upload them to the Management folder in SharePoint.Behavior Management: Record emergency behavior management approvals on the Behavior Management Chart, make required copies, distribute documentation to appropriate personnel, and forward originals to the BCBAs.Client Pay Stubs: Forward RPI client pay stubs to State Office/Finance and provide copies to the appropriate Case Manager.Behavior Management Committee (BMC): Coordinate monthly BMC documentation, including obtaining Protective Intervention Plans (PIPs), preparing copies, distributing PIPs to committee members through Teams, recording and distributing meeting minutes, uploading minutes to SharePoint, and maintaining the Behavior Management Chart.Human Rights Committee (HRC): Coordinate monthly HRC documentation, including distributing PIPs for review, recording and distributing HRC minutes, maintaining required signature sheets and hard copies, and providing required documentation to BCBAs and the Clinical Manager.Dignity & Respect: Distribute Dignity & Respect candidate information to HRC members, tally votes, and provide results to the Human Resources Manager.Committee Minutes Tracking: Maintain the minutes tracking system for monthly BMC, Client Council, and HRC meetings and quarterly Infection Control, Housekeeping, and Safety Committee meetings. Ensure documentation is organized and available for regulatory review.Quarterly Meeting Minutes: Record, transcribe, and upload minutes for Governing Body, Infection Control, PI-RM-UR, and Safety Committee meetings.Party Planning Committee: Participate on the Party Planning Committee chaired by the Recreation Therapist.Quality of Care Reports (QOCRs): Gather required information and file monthly QOCRs for each cottage through the OHCA online portal. Scan completed reports and distribute them to appropriate State Office personnel.Medicaid Claims: File monthly Medicaid claims for each cottage through the HCP Provider portal. Obtain, scan, and distribute monthly Medicaid reimbursement statements to State Office/Finance.Vacancy Reports: Prepare and submit vacancy reports for the 15th and last day of each month to appropriate State Office and Finance personnel.Patient Days Reports: Prepare and submit required patient day information to State Office/Finance.Client Hospitalizations: Record client hospitalizations in the designated Management/Performance Improvement SharePoint folder.Client Population Report: Quarterly, update the Client Population Report to reflect admissions, discharges, and placement information and distribute it to appropriate State Office personnel.Vocational & Day Services Reports: Obtain quarterly job attendance information and compile and submit Vocational and Day Services reports for each cottage through the appropriate OHCA portal.Admissions: Establish and maintain Title XIX certification files for newly admitted clients. Update client lists, census information, admission/discharge records, IHP tracking lists, physical examination schedules, and other administrative records.Admission Notifications: Prepare and distribute admission notifications, current client lists, census information, and other required documentation to State Office and appropriate personnel.Social Security/SSI Documentation: Prepare and submit required SSI/SSA Reports of Change and Requests for Change of Payee.Medical Services Applications: Complete and submit required Medical Services application documentation to OHCA and the appropriate County Worker liaison.OHCA Certification: Coordinate collection and submission of required admission documentation, including psychological evaluations, physician physicals, LTC-300 forms, medication lists, and QIDP placement documentation, for ICF/IID Medicaid certification.Medical Appointment Documentation: Establish records for medical appointments and procedures and upload required documentation, including identification and insurance cards, to the appropriate SharePoint folder.Discharges: Prepare and distribute discharge notifications, update client lists and census information, submit required ABCDM-83 and Social Security/SSI documentation, mail discharge satisfaction questionnaires, and maintain required post-discharge follow-up logs.Cottage Transfers: Complete required admission and discharge documentation and update all applicable client lists and records when clients transfer between cottages.Annual IHP Schedule: Schedule annual IHP dates and related report due dates for each client using the previous year's schedule as a reference.Quarterly Calendars: Prepare and distribute quarterly calendars of facility meetings approximately 1½ months before the beginning of each quarter.Physical Examination Schedule: Prepare and distribute quarterly physical examination schedules and due dates to nursing staff at least two months in advance.OD Schedule: Prepare the annual OD schedule, distribute it to appropriate staff, maintain copies in the OD and Security books, and update the Administration bulletin board as required.Administrative Bulletin Board: Maintain the Administration bulletin board, including the Recreation monthly calendar, activity flyers, OD schedule, and other required information.Telephone List: Update and distribute RPI's telephone list as needed.Fire and Severe Weather Drills: Track quarterly fire drills and annual severe weather drills for all applicable buildings. Send reminders to responsible departments and record completed drills in the Management/Performance Improvement SharePoint folder.Training Records: Provide drill dates and required information to the Training Specialist for inclusion in the staff training database.Client Financial Information: Maintain the client financial information chart and related administrative records.Token Stamps and Books: Print and distribute client token stamps and token books as requested. Maintain an adequate supply of blank stamps and token books in coordination with the Business Manager.Notary Services: Serve as the facility's Notary Public and provide notarial services as needed.Facilities Support: In the absence of the Facilities Services Manager, forward facility work requests to the appropriate DDS and OMES contacts.Administrative Support: Provide administrative assistance to the Performance Improvement Manager, Case Manager, and other members of the management team as needed.Other Duties: Perform additional administrative duties and special projects as assigned by the Executive Director.Skills and Qualifications:Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities, deadlines, records, and administrative responsibilities.Strong administrative and time-management skills, with the ability to consistently complete daily, weekly, monthly, quarterly, and annual tasks.Proficiency with Microsoft Office applications and electronic systems, including Outlook, Word, Excel, Teams, SharePoint, and web-based reporting portals.Excellent written and verbal communication skills, with the ability to communicate professionally with employees, management, regulatory agencies, vendors, clients, families/guardians, and community partners.Demonstrated commitment to confidentiality and discretion. Confidentiality is an essential requirement of this position, and the employee must consistently safeguard sensitive client, financial, medical, Medicaid, Social Security, personnel, and organizational information.Ability to work independently, prioritize competing demands, meet deadlines, and follow through on assignments with minimal supervision.Knowledge of or ability to learn ICF/IID administrative, regulatory, Medicaid, OHCA, OSDH, and State Office requirements.Strong judgment, problem-solving, follow-up, and organizational skills, with the ability to identify issues and ensure appropriate action is taken.Professional, dependable, and respectful interpersonal skills, with the ability to represent the Executive Director and organization appropriately in a variety of professional settings.Certifications & Licenses:Must have reliable transportation.Notary Public certification or willingness to obtain and maintain certification.First Aid and CPR certification (or willingness to obtain within a specified timeframe).Professional Crisis Management certification (or willingness to obtain within a specified timeframe.Physical Demands:· Ability to stand, sit, bend, lift, climb, balance, stoop, kneel, crouch, and move intermittently. Use hands to handle or feel. Ability to turn on the knees, back, wrist, shoulders, and grasp with both hands. Must be able to frequently lift/move up to 50 lbs. and occasionally lift and move more than 50 lbs.· Ability to assist individuals with mobility and other physical needs as required.· Mandatory overtime may be required as necessary to meet operational needs.Work Environment:Work is primarily performed in an administrative office environment within a residential facility and may require interaction throughout the facility.Work may include exposure to varied environmental conditions associated with a residential care setting.Occasional travel may be required.This position is critical to maintaining the smooth and efficient operation of the facility by providing administrative support to the Executive Director and management team, maintaining required documentation, coordinating regulatory reporting, and supporting staff, clients, committees, and outside agencies.