Administrative Assistant

Harmony Senior Services•Mount Juliet, TN

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, recordkeeping, data entry, document processing, follow-up, and supply coordination. The position supports human resources administration by assisting with new-hire onboarding and orientation, maintaining confidential personnel records, tracking licenses and training documentation, distributing approved communications, and routing questions to appropriate leaders or HR representatives. It also assists with billing and accounting tasks, including handling resident checks, maintaining financial documentation, supporting LTC billing, distributing statements and collection letters, selling meal tickets, and overseeing the community p-card. General office duties include preparing and organizing correspondence and records, updating approved systems and tracking logs, monitoring supplies, coordinating mail and deliveries, assisting with meetings and follow-up, supporting resident and family inquiries, and coordinating office equipment service requests. The position is responsible for protecting 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.
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

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.
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.
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.
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, facilitating communication, coordinating requests, and following up on business office needs.
Provide backup assistance with LTC billing submissions and resubmissions, ensuring documentation is complete and submitted by deadlines.
Assist with timely distribution of monthly payer statements and collection letters to residents and responsible parties.
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; 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 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, and promptly report misplaced records or suspected unauthorized access.
Perform other duties as assigned.