Administrative Assistant | Full Time

Harmony Senior Services•Morgantown, WV

4d•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 new-hire onboarding and orientation, maintains confidential HR records, tracks licenses and training documentation, distributes approved communications, and routes HR-related questions to the appropriate leader or representative. It also supports billing and accounting administration, including handling resident checks, maintaining financial documentation, coordinating with the Revenue Services Specialist, assisting with long-term care billing submissions, distributing payer statements and collection letters, selling meal tickets, and overseeing the community purchasing card. General office duties include preparing and managing correspondence and records, entering data, monitoring supplies, coordinating mail and deliveries, scheduling meetings, following up on resident and family inquiries, and coordinating office equipment service requests. The assistant must protect confidential resident, applicant, team member, and financial information. The position is primarily sedentary office work, with occasional standing, walking, reaching, bending, and lifting or moving items weighing up to 10 pounds.

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 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 preferred.

Responsibilities

Prepare onboarding materials, collect new-hire 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.
Scan resident checks or coordinate their mailing to the home office for processing, ensuring secure and timely handling.
Upload, organize, and maintain financial documentation in the Community Finance Hub.
Serve as the on-site point of contact for the Revenue Services Specialist, facilitate communication, coordinate requests, and follow up on business office needs.
Provide backup assistance with long-term care billing submissions and resubmissions, ensuring documentation is complete and deadlines are met.
Assist with distributing 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 purchasing 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 and 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 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.