Administrative Assistant

Momentum at South Bay for Nursing and Rehab•East Islip, NY

1d•Onsite

About The Position

Momentum at South Bay is seeking an experienced Administrative Assistant to manage office operations, supervise staff, and support upper management at its healthcare facility. The role calls for a positive, polished, professional, and personable team member who can work with all levels of management. The successful candidate will be resourceful, organized, comfortable multitasking, and able to complete work steadily and on time. The Administrative Assistant supports the Administrator and facility operations through employee onboarding and credentialing, financial record keeping, payroll and front desk administration, facility operations, and regulatory compliance. The position also involves maintaining professional, confidential, and effective communication with facility departments, employees, residents, families, vendors, and Corporate Office personnel. Responsibilities must be performed accurately, promptly, and in accordance with facility policies and procedures.

Requirements

Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, and Teams.
Experience with onboarding and credentialing staffing agency employees, 1099 contractors, and facility employees.
Ability to coordinate background checks and collect and verify required state documentation and professional licensures.
Ability to complete and verify Form I-9 employment eligibility documentation.
Experience or ability in payroll responsibilities and front desk administration.
Basic understanding of applicable Department of Health (DOH), Office of the Medicaid Inspector General (OMIG), and Centers for Medicare & Medicaid Services (CMS) compliance requirements.
Excellent written and verbal communication skills.
High level of organization, accuracy, and attention to detail.
Ability to prioritize tasks, manage competing responsibilities, and meet deadlines.
Sound judgment, professionalism, discretion, and confidentiality when handling sensitive information.
Ability to work independently while supporting the Administrator and facility operations.
Positive attitude, resourcefulness, problem-solving ability, professionalism, and ability to multitask.

Responsibilities

Manage the office, supervise staff, and handle duties for upper management.
Onboard staffing agency employees, contractors (1099), and facility employees; coordinate background checks; collect and verify state-mandated documentation and professional licensures; complete and verify Form I-9 employment eligibility documentation; and coordinate new-hire orientation.
Maintain accurate records of patient funds, track facility expense reports and receipts, organize and record financial documentation, scan approved invoices for Accounts Payable, process and mail designated documents to the Corporate Office, and handle and distribute live employee checks according to facility procedures.
Manage front desk reception, coordinate staffing shifts, complete payroll accurately and by established deadlines, respond to telephone calls and inquiries, organize and distribute facility mail, and provide customer service to residents, families, employees, vendors, and visitors.
Order facility supplies and maintain inventory.
Manage employee disability, FMLA, and paid Family Leave claims and related documentation.
Schedule meetings, webinars, and appointments for the Administrator and assist with administrative tasks, projects, and other assigned duties.
Coordinate the ordering, tracking, and distribution of computer equipment and related technology, and respond to staff IT-related inquiries and concerns.
Address and coordinate the resolution of concerns and issues raised by employees, families, and residents.
Perform other duties reasonably assigned by the Administrator in support of facility operations.
Maintain effective communication and collaboration with facility departments, employees, residents, families, vendors, and Corporate Office personnel.
Complete assigned responsibilities accurately, promptly, and in accordance with facility policies and procedures.