Administrative Assistant - Full Time

Harmony Senior Services•McDonough, GA

1d•Onsite

About The Position

The Office Administrative Assistant provides administrative support for the community’s human resources, billing, and general office functions under the direction of the Executive Director. The role focuses on onboarding coordination, maintaining administrative paperwork and records, data entry, document processing, follow-up, and supply coordination. The position supports hiring and onboarding, maintains confidential personnel records, tracks licenses and training documentation, and routes employee questions to the appropriate leader or HR representative. It also assists with billing and financial documentation, payment handling, payer statements, meal-ticket transactions, and p-card records. General office duties include preparing and maintaining documents and filing systems, entering data, coordinating supplies and mail, assisting with meetings and follow-up, responding to resident and family inquiries, and coordinating office equipment service requests. The role protects confidential resident, applicant, team member, and financial information and performs other duties as assigned.

Requirements

High school diploma or GED.
At least 2 years of administrative or office support experience.
Proficiency with Microsoft Outlook, Word, and Excel, and ability to learn company HR, accounting, and document management systems.
Strong organizational skills, attention to detail, accurate data-entry skills, and ability to manage multiple priorities and meet deadlines.
Ability to handle sensitive information with discretion and maintain confidentiality.
Effective verbal and written communication skills and professional interactions with residents, responsible parties, team members, vendors, and community leadership.

Nice To Haves

Experience with HR paperwork, billing, accounts payable, or confidential recordkeeping.

Responsibilities

Prepare new-hire onboarding materials, collect required paperwork, check documents for completeness, and route information to the appropriate leader or HR representative.
Coordinate new-hire orientation schedules, materials, and logistics.
Maintain accurate, organized, and confidential personnel files and other HR records.
Scan, upload, and securely transmit personnel records to authorized parties.
Track licenses, certifications, training records, and documentation deadlines; send reminders and report missing or expiring items.
Distribute approved team-member communications, forms, and notices, and track acknowledgments.
Route questions about benefits, leave, pay, employee relations, or policy interpretation to the appropriate leader or HR representative.
Assist with scanning resident checks or coordinating their secure, timely mailing to the home office.
Upload, organize, and maintain financial documentation in the Community Finance Hub.
Serve as the on-site point of contact for the Revenue Services Specialist, facilitating communication and following up on business office needs.
Provide backup assistance with long-term care billing submissions and resubmissions, ensuring complete documentation and timely submission.
Distribute monthly payer statements and collection letters in coordination with the Revenue Services Specialist.
Sell meal tickets, accurately record transactions, and process payment by personal check or authorized payroll deduction.
Oversee the community p-card, ensuring receipts are turned in and reports submitted.
Prepare, copy, scan, file, and distribute correspondence, forms, reports, and other administrative materials.
Maintain electronic and paper filing systems so authorized users can promptly locate current, complete records.
Enter and update information in approved systems, spreadsheets, and tracking logs; review entries for accuracy and completeness.
Monitor office supply inventory, submit orders under approved procedures and spending limits, check deliveries, and organize supplies.
Coordinate outgoing mail, shipping, document deliveries, and administrative correspondence routing.
Assist with scheduling administrative meetings, preparing meeting materials, and tracking assigned follow-up items.
Assist the Executive Director with resident and family inquiries and follow-up.
Coordinate service requests for office equipment.
Protect confidential information using secure storage and transmission methods, and promptly report misplaced records or suspected unauthorized access.
Perform other duties as assigned.