Administrative Assistant

Harmony Senior Services•Suffolk, VA

3d•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 position focuses on onboarding coordination, maintaining administrative paperwork, recordkeeping, data entry, document processing, follow-up, and supply coordination. The role supports new-hire onboarding and orientation, maintains confidential personnel records, tracks licenses and training documentation, and routes HR-related questions to the appropriate leader or representative. It also assists with resident payment handling and financial documentation, supports billing and payer statement distribution, processes meal-ticket sales, and oversees the community p-card. General office duties include preparing and maintaining correspondence and records, entering and checking information in approved systems, monitoring supplies, coordinating mail and deliveries, supporting meetings and follow-up, assisting the Executive Director with resident and family inquiries, and coordinating office equipment service requests. The assistant protects confidential resident, applicant, team member, and financial information. Other duties may be assigned.

Requirements

High school diploma or GED required.
At least 2 years of administrative or office support experience required.
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, 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 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 organized, accurate, and confidential personnel files and other HR records.
Scan, upload, and securely transmit personnel records to the Regional HRBP and other 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 mailing to the home office for processing.
Upload, organize, and maintain financial documentation in the Community Finance Hub.
Serve as the primary on-site point of contact for the Revenue Services Specialist (RSS), facilitate communication, coordinate requests, and follow up on business office needs.
Provide backup assistance with LTC billing submissions and resubmissions, ensuring documentation is complete and submitted by deadlines.
Assist with distributing monthly payer statements and collection letters to residents and responsible parties in coordination with the RSS.
Sell meal tickets, record transactions accurately, and process payment by personal check or authorized payroll deduction.
Oversee the community p-card, ensuring receipts are turned in and reports are 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; check entries for accuracy and completeness.
Monitor office supply inventory, submit orders within 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 materials, and tracking follow-up items.
Assist the Executive Director with resident and family inquiries and follow-up.
Coordinate service requests for office equipment.
Protect confidential information through secure storage and transmission and promptly report misplaced records or suspected unauthorized access.
Perform other duties as assigned.