Business Office Administrative Assistant - Full-Time

Artesia Christian Home; Artesia (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Paid holidays

Job summary

Artesia Christian Home seeks a Full-Time Administrative Assistant to support the Business Office. The role requires detail-orientated, compassionate service and organized records management for day-to-day operations.

Greet visitors, handle calls, manage mail, assist with donations and payroll-related tasks, and support HR and board activities as needed. Associate degree or 2 years experience preferred; strong English communication required.

Qualifications

• Associate degree or two years related experience.
• Must be computer literate and learn new software as needed.
• Excellent verbal and non-verbal communication in English.
• Strong interpersonal skills and ability to work independently.
• Able to follow policies and complete Relias trainings as assigned.

Responsibilities

• Greet visitors or callers and direct them as needed.
• Answer high-volume calls and manage mail and faxes daily.
• Receive donations, enter into receipts, and prepare payroll payments.
• Assist with A/R, petty cash, and monthly cash deposits.
• Prepare documents for new SNF admissions and board meetings.

Skills

Verbal communication

Interpersonal skills

Independent work

Attention to detail

English proficiency

Education

Associate degree

Tools

MS Office

BaseCamp

VoiceFriend

MatrixCare

Job description

We are looking for a Full-Time Administrative Assistant to support our Business Office. Detail-oriented individuals with compassionate customer service skills will succeed in this position. The ideal candidate is organized, dependable, and ready to support day-to-day business operations.Schedule:Monday through Friday8:00 AM - 4:30 PMWeekends off and 6 paid holidays offIN-PERSON INTERVIEWS WILL BE HELD AUGUST - SEPTEMBERAnticipated start date by mid SemptemberI. General Purpose of the JobThe 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 FunctionsEvery 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 ResponsibilitiesGreet 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 ResponsibilitiesDemonstrate Core Values and Non-Negotiable Behaviors as defined by the Artesia Christian HomeObserve 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. QualificationsMust 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.