Administrative Assistant - Noel Manor

$43,680 - $45,760/Yr

Park Vista Senior Housing Management - Verona, WI

Full-time - Entry Level

Verona, WI

Nursing and Residential Care Facilities

About the position

The Administrative Assistant at Park Vista Senior Housing Management plays a crucial role in supporting the operational needs of the facility. This full-time position focuses on administrative tasks that ensure smooth communication and efficient management of resident and staff information, while upholding the core values of dignity, collaboration, compassion, and transparency.

Responsibilities

• Enter new hire employee information into the payroll system and ensure new hire packets are complete and accurate.
• Establish rapport with vendors and their billing personnel.
• Code bills for Executive Director approval prior to entering into the accounting system.
• Update and print resident statements and deliver them to the appropriate resident or responsible person by the 25th of the month prior.
• Maintain spenddown for each department.
• Complete dashboard accurately daily.
• Maintain resident phone list as needed.
• Maintain staff phone list regularly.
• Adjust occupancy status spreadsheet regularly.
• Field billing questions from residents, families, and vendors and relay to Executive Director as needed.
• Maintain filing system for vendors, accounts payable, and employees.
• Update staffing patterns and acuity spreadsheets as required.
• Perform move-in/out/on notice for current residents in the accounting system.
• Communicate regularly with accounting personnel.
• Fill out check request forms for vendors/entertainers as required.
• Complete incident report forms as necessary for residents, self, visitors, or co-workers.
• Contact Management when necessary for emergency situations.
• Answer telephone promptly and courteously.
• Participate in safety team meetings as requested.
• Use proper body mechanics and personal protective equipment as needed.
• Uphold confidentiality of residents and co-workers per privacy guidelines.
• Comply with all applicable state regulations (DHS 83 and DHS 89).
• Follow OSHA safety precautions.
• Read, follow, and maintain current policies and procedures in the Policy and Operations Manual, updating Management if any need to be revised.
• Read and follow all employee rules per Employee Handbook.
• Attend and participate in all mandatory meetings and staff in-services as scheduled.
• Participate in monthly resident council meetings.
• Assist Management in cost and performance evaluation of all departments.
• Remain within assigned budget for office supplies.
• Work with Management on budget creation for capital items.
• Maintain inventory of office equipment and supplies and perform annual inventory of all items.
• Respond to fire alarms and follow protocol.
• Respond appropriately to severe weather and tornado emergencies.
• Respond, when necessary, to the Emergency Call System when it is activated, and take appropriate action.
• Exhibit excellent written and verbal communication skills.
• Perform other duties as assigned by management verbally and/or written.

Requirements

• Excellent written and verbal communication skills.
• Ability to maintain confidentiality of residents and co-workers per privacy guidelines.
• Knowledge of applicable state regulations (DHS 83 and DHS 89).
• Familiarity with OSHA safety precautions.

Benefits

• Paid Time Off (PTO)
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Disability Insurance
• 401k after one year of employment