Executive Assistant SNC (FT Days)

Allied-Services; Scranton (Lackawanna County); On-site; USD 42,000 - 63,000; Full time

Job summary

Allied-Services is seeking an Executive Assistant to support the Vice President of SNF Operations. The role covers administrative duties for the Nursing Administration office, including calendar management, document control, HR file maintenance, and regulatory updates.

Ideal candidate will have a high school diploma with technical training, an associate degree preferred, and at least five years of clerical experience.

Qualifications

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

Responsibilities

• 25% Performs secretarial duties and related clerical activities for the VP, including correspondence and screening visitors/phone calls.
• 25% Coordinates meetings/conferences, schedules interviews and appointments, and maintains VP's calendar.
• 10% Assists with Kronos, including department cost centers, PTO recording, and reporting for admin.
• 5% Maintains personnel files, certifications, licenses, and HR-related documents; provides copies to HR.
• 5% Maintains up-to-date policy and procedure manuals for the administrative office.
• 5% Attends internal meetings; prepares agenda, takes minutes, and distributes notes.
• 5% Submits purchase requisitions, check requests, and petty cash receipts as needed.
• 5% Edits policies and forms; maintains manuals for skilled facilities.
• 5% Maintains administrative files and regulatory updates, internal/external correspondences.
• 5% Creates HR confidential employee forms and coordinates IT access requests.
• 3% Coordinates department mail receipt and dispatching; distributes paychecks.
• 2% Maintains records for Health surveys and other documents as directed.

Skills

Clerical experience

Calendar management

Records management

HR document handling

Kronos administration

Education

High school diploma or equivalent + 1 year technical training

Associate's degree in Secretarial Science preferred

Tools

Kronos

Job description

• Location 303 Smallacombe Dr,Scranton, PA, 18508,United States
• Job Category Executive Assistant , Clerical
• Employee Type 1-Full Time

Contact information

• Name Becky Snyder
• Phone [phone]

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)