Executive Assistant SNC (FT Days)

Allied Services; Scranton (Lackawanna County); On-site; USD 35,000 - 60,000; Full time

Job summary

Allied Services in Scranton (Lackawanna County) seeks an Executive Assistant to support the Vice President of SNF Operations and the Administrator. The role covers the Nursing Administration office as designated and performs related duties as needed.

The Executive Assistant will manage secretarial tasks, coordinate meetings, track PTO and personnel records in Kronos, maintain policy manuals, take and circulate minutes, handle purchasing, and draft HR forms for filing.

Qualifications

• Minimum of five (5) years clerical experience preferred.
• High school diploma or equivalent + 1 year technical training required.
• Associate's degree in Secretarial Science preferred.

Responsibilities

• Performs all secretarial duties and related clerical activities for the VP, ensuring smooth operation of the facilities.
• Arranges meetings, schedules interviews, and maintains the VP's calendar.
• Assists with maintaining Kronos including PTO recording and reporting.
• Maintains personnel files, licenses, certifications, and HR records; provides copies to HR.
• Keeps up-to-date policy and procedure manuals for the administrative office.
• Attends internal meetings; prepares agendas, takes minutes, and distributes notes.
• Submits purchase requisitions and petty cash receipts as needed.
• Types and revises policies and forms per VP instructions; maintains manuals for facilities.
• Maintains administrative files and regulatory documentation.

Skills

Secretarial skills

Clerical experience

Meeting coordination

Education

High school diploma or equivalent

Associate's degree in Secretarial Science preferred

Tools

Kronos

Job description

GENERAL SUMMARY:

Reporting to the Vice President of SNF Operations, the Executive Assistant performs all duties, which support the work of the Assistant Vice President / Administrator. Position also covers the Nursing Administration office as designated, as well as associated duties, if needed.

Brief Description

GENERAL SUMMARY:

Reporting to the Vice President of SNF Operations, the Executive Assistant performs all duties, which support the work of the Assistant Vice President / Administrator. Position also covers the Nursing Administration office as designated, as well as associated duties, if needed.

EDUCATION:

High school diploma or equivalent plus 1 year technical training required.

Associate's degree in Secretarial Science preferred.

WORK EXPERIENCE:

Minimum Of Five (5) Years Clerical Experience Preferred.

CHARACTERISTIC DUTIES & RESPONSIBILITIES OF JOB:

• 25% Performs all secretarial duties and related clerical activities as required by the VP, for continued operation of the skilled nursing facilities. Prepares, composes and maintains control over incoming and outgoing correspondence. Screens visitors and telephone calls. Directs unrelated matters to appropriate personnel. (E)
• 25% Arranges meetings and conferences, schedules interviews and appointments, and maintains business calendar for VP of SNF Operations. Makes arrangements as required. (E)
• 10% Assists with maintaining Kronos, including nursing and therapy departments/ cost centers / transfers / recording of PTO. Creates reports as needed for analysis by Administration. (E)
• 5% Maintains personnel files, certifications, licenses, performance appraisals, CPR, physician credentialing, etc. Tracks and verifies personnel licenses and certifications. Provides copies to HR. (E)
• 5% Maintains up-to-date policy and procedure manuals for the administrative office under oversight of Administration. (E)
• 5% Attends internal meetings as requested by VP. Prepares agenda, takes minutes, transcribes, and distributes as necessary. (E)
• 5% Submits purchase requisitions, check requests, and petty cash receipts as needed. (E)
• 5% Types new, and makes appropriate revisions to policies and forms, as directed by VP. Maintains policy and procedure manuals for skilled facilities (E)
• 5% Maintains all administrative files for internal and external correspondence, including all regulatory updates. (E)
• 5% Creates and files HR Confidential Employee forms. Creates and sends requests to IT for user logins to IT systems. (E)
• 3% Coordinates department mail receipt and dispatching. Distributes employee paychecks. (E)
• 2% Responsible for maintaining records for Department of Health surveys and all other documentation as directed by Nursing Home Administrator. (E)