Administrative Assistant

Harmony Senior Services•Independence, MO

2d•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, administrative paperwork, recordkeeping, data entry, document processing, follow-up, and supply coordination. The position supports onboarding and orientation, maintains confidential personnel records, tracks licenses and training documentation, and routes HR questions to the appropriate leader or HR representative. It also assists with payment and financial-document handling, supports long-term-care billing and payer-statement distribution, and serves as the on-site contact for the Revenue Services Specialist. General office duties include preparing and filing documents, updating approved systems and tracking logs, monitoring supplies, coordinating mail and deliveries, helping with meetings and follow-up, responding to resident and family inquiries with the Executive Director, and arranging office equipment service requests. The role requires safeguarding confidential resident, applicant, team member, and financial information. The work is primarily sedentary office work with prolonged sitting and computer use. Occasional standing, walking, reaching, bending, and lifting or moving supplies or files weighing up to 10 pounds may be required. The essential functions may be performed with or without reasonable accommodation.

Requirements

High school diploma or GED.
At least 2 years of administrative or office support experience.
Proficiency with Microsoft Outlook, Word, and Excel.
Ability to learn company HR, accounting, and document management systems.
Strong organizational skills and 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.
Ability to interact professionally with residents, responsible parties, team members, vendors, and community leadership.
Ability to perform the essential functions of the position with or without reasonable accommodation.

Nice To Haves

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

Responsibilities

Assist with new-hire onboarding by preparing materials, collecting required paperwork, checking documents for completeness, and routing 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 in designated systems and storage locations.
Scan, upload, and securely transmit personnel records to the Regional HRBP and other authorized parties.
Track required licenses, certifications, training records, and documentation deadlines; send reminders and report missing or expiring items to the appropriate leader.
Distribute approved team member communications, forms, and notices and track requested acknowledgments.
Route questions involving 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, ensuring timely and secure handling.
Upload, organize, and maintain required financial documentation within the Community Finance Hub.
Serve as the primary on-site point of contact for the Revenue Services Specialist, facilitating communication, coordinating requests, and following up on business office needs.
Provide backup assistance with long-term-care billing submissions and resubmissions, ensuring documentation is complete and submitted by established deadlines.
Assist with timely distribution of monthly payer statements and collection letters to residents and responsible parties 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 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; review entries for accuracy and completeness.
Monitor office supply inventory, submit orders under approved purchasing procedures and spending limits, check deliveries, and organize supplies.
Coordinate outgoing mail, shipping, document deliveries, and routing of administrative correspondence.
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 resident, applicant, team member, and financial information using secure storage and transmission methods; promptly report misplaced records or suspected unauthorized access.
Perform other duties as assigned.