Administrative Assistant

Harmony Senior Services•Chesapeake, 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, 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 payment and financial-document handling, billing submissions, payer statements, meal-ticket sales, and oversight of the community purchasing card. General office duties include preparing and organizing documents, maintaining filing systems, updating approved records and trackers, managing office supplies and correspondence, coordinating meetings and equipment service requests, and assisting the Executive Director with resident and family inquiries and follow-up. The position protects confidential resident, applicant, employee, and financial information.

Requirements

High school diploma or GED.
At least 2 years of administrative or office support experience.
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.
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

Prepare new-hire 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 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 involving benefits, leave, pay, employee relations, or policy interpretation to the appropriate leader or HR representative.
Assist with scanning resident checks or coordinating their secure mailing to the home office for processing.
Upload, organize, and maintain financial documentation in the Community Finance Hub.
Serve as the 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 on time.
Assist with distributing monthly payer statements and collection letters accurately and confidentially.
Sell meal tickets, accurately record transactions, and process payment by personal check or authorized payroll deduction.
Oversee the community purchasing card, including receipt collection and report submission.
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, reviewing entries for accuracy and completeness.
Monitor office supplies, 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 meeting 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.