EAGLE MOUNTAIN ASSISTED LIVING

Job Title

ADMINISTRATIVE ASSISTANT

Department        Reports To         FLSA Status      Last Modified

Assisted Living    Administrator   Non-Exempt     4/7/2024

FUNCTION:

This position is part of the Eagle Mountain Assisted Living Management Team responsible for the creation of resident-focused, high performance, high-commitment work teams that support the philosophy of “Caring for the Whole Person.” The Administrative Assistant is responsible for overall functions and controls within the community business office. This position focuses primarily on maximizing cash flow through efficient billing and collections processes. May perform office support duties for the Administrator. Responsibilities include maintaining the Human Resource/Payroll and accounting system, petty cash, resident funds, accounts payable, accounts receivable and cash receipts. The AA is responsible for ensuring that interaction with residents and family members reflects our philosophy with an understanding of the domains that govern the interaction. 

QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill and/or ability required.

Minimum Qualifications: Must demonstrate competency in the following areas:

• Working knowledge and ability to apply professional standards of practice in job situations. 
• Requires one to three years bookkeeping and administrative experience. Requires thorough knowledge of financial statements and automated financial software.
• Knowledge of accounting procedures to maintain petty cash, resident fund, payroll, accounts payables and receivables. 
• Must be proficient in the use of all office equipment, including personal computer and related software. 
• Must understand Fire Alarm Panel and take part in evacuation of community.
• Must be able to handle confidential information, take direction from different sources, handle multiple tasks and be organized in a fast paced office environment. 
• Experience in senior resident services preferred
• Strong verbal and written communication skills
• Excellent organization and interpersonal skills
• Demonstrate support and understanding of the community’s philosophy of the five domains of health (physical, emotional, spiritual, intellectual, and social)
• Read, write, speak and understand the English language.
• Freedom from illegal use of drugs
• Freedom from use and effects of use of drugs and alcohol in the workplace
• Persons who have been found guilty by a court of law of abusing, neglecting, or mistreating individuals in a health care related setting are ineligible for employment in this position.
• Demonstrates effective time management skills.
• As required by state law, a valid driver’s license and proof of insurability required
• Must enjoy working with the seniors and able to accept constructive criticism. 
• Ability to interact with residents who are highly susceptible to common illness without posing additional health risks.
• Demonstrates ability to prioritize tasks/responsibilities and complete duties/projects within the time allotted.
• Ability to define and solve problems, including the ability to collect and interpret data from a variety of sources.
•  Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Must be able to express yourself adequately in writing or orally with residents, family members, staff, visitors and volunteers. 
• Must be able to track budget and be able to stay within the monthly/yearly budget. 
• Must be able to use standard office equipment which includes, but not limited to, personal computer, copier, fax, type writer and be able to operate an automobile and van. 
• Provide information about the Eagle Mountain Assisted Living community when the Administrator is not available.
• Greet and assist visitors.
• Plan and carry out special duties or projects as assigned.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Work with the Administrator and the rest of the Operations and Management Team to build relationships and strong communication with residents and families to aid in their adjustment to EMAL, identify needs and problems. 
• Assist the Management Team in maintaining a residential environment, which focuses on Caring for the Whole Person.
• Ensure successful implementation of our Operations policies and procedures and programs within the guidelines of state regulations and Eagle Mountain Assisted Living Policies.
• Assist with resident move-ins and tours.
• Answer telephone, handle inquiry calls, and respond to residents’ requests as needed.
• Support department heads and staff in implementing and organizing services for residents, families, and visitors.
• Conduct community tours, back-up marketing duties and handle resident or family concerns in the absence of the Administrator. 
• Perform varied duties to assist Administrator, including but not limited to screening calls and taking messages, typing routine and non-routine correspondence from notes or verbal instruction and assisting with special projects and events.
• Maintain office supplies and equipment. Perform price comparisons and check orders as received. Call appropriate service vendors for equipment maintenance. Track service contracts on all office equipment.
• Maintain confidentiality of all pertinent residents financial and care information to ensure resident rights are protected.
• Professional intervention in resident needs as indicated or needed.
• Assists in orientating new residents to the community by introducing them to staff members and showing them around the community. 
• Inform Administrator of any concerns related to the residence, residents or staff. Inform the Administrator of any concerns or changes related to the diet or well being of our residents. 
• Collect all staff, guest, family and visitor meal charges from the Food Service Director and ensure residents and associates are billed.
• Collect all ancillary charges from RSD and RA’s and ensure correct resident is billed on their monthly statement.
• Assist with job applicants and new hire paperwork processing and conduct reference/background/drug checks and criminal background checks.
• Assist with orientation of new employees and maintain employee’s files.
• Maintain confidentiality with regard to residents, staff, and company information.
• Collect time records, monitor overtime and paid time off and oversee payroll process. Process reports for managers to verify associate hours. 
• Maintain a complete and systematic set of financial records for business transactions at the community.
• Maintain deposit account, daily journals and ledgers of accounts payable and receivable, cash receipts, credit memos and any additional billing requirements.
• Prepare bank deposits and resident statements. Review resident statements with Administrator and mail resident monthly statements by the 25th of each month.
• Maintain all vendor (AP) invoice files, track delinquent payments and reconcile vendor statements.
• Establish control to assure accuracy and timeliness of month end close.
• Build relationships and strong communication channels with residents and families to ensure satisfaction. Assist with the resolution of resident or family member complaints and concerns.
• Assure compliance with local, state and federal health regulations.
• Track staff turnover to see if it meets annualized percentage goal.
• Provide transportation for residents as needed.
• Plan and carry out special duties or projects as needed.
• Other duties and responsibilities as assigned.

INTERPERSONAL SKILLS:

Demonstrate active listening techniques, gain support through effective relationships, treat others with dignity and respect and seeks feedback. Must demonstrate patience, tact, cheerful disposition and enthusiasm. 

Attend all in-service training set by the Community.

Must be able to speak clearly and distinctly. Must be able to be understood to the extent practicable by a wide variety of individuals some who may have various levels of cognitive impairments. 

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee is required to stand and walk and frequently required to sit. Also required to lift, carry, push, pull, stoop, bend, turn and stretch. Occasionally required to lift objects 10-15 pounds.  
• Visual and hearing acuity essential.
• Ability to remain calm under stress.
• Able to carry out essential functions of this job (with or without reasonable accommodations) 

JOB DESCRIPTION REVIEW:

I have carefully read, understand and accept this job description, including the qualifications and requirements of the position and that I am expected to complete all duties as assigned. I understand Universal Precautions Risk Classification Categories may apply to this position and I may be exposed to AIDS, HIV and hepatitis B viruses. I certify that I am mentally and physically able to perform the essential functions of the position without any restrictions. I further understand my employment at Eagle Mountain Assisted Living is an “at will” nature, which means that I may resign at any time and may be discharged at anytime with or without cause.

__________________________________________________                                                   ____________________________________________  Employee’s Signature                                       Date                                                    Supervisor’s Signature                           Date

cc: Personnel File

      Employee