Administrative Assistant

Harmony Senior Services•Virginia Beach, 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 role focuses on onboarding coordination, maintaining administrative paperwork and records, data entry, document processing, follow-up, and supply coordination. The position supports HR processes by coordinating onboarding and orientation, maintaining confidential personnel records, tracking licenses, certifications, training records, and deadlines, distributing approved communications, and routing employee questions to the appropriate leader or HR representative. It also supports accounting and billing activities, including handling resident check documentation, maintaining financial records, coordinating with the Revenue Services Specialist, providing backup assistance with long-term-care billing, distributing payer statements and collection letters, selling meal tickets, and overseeing the community p-card. General office duties include preparing and filing documents, maintaining electronic and paper records, updating approved systems and tracking logs, monitoring supplies, coordinating mail and deliveries, assisting with meeting logistics and follow-up, responding to resident and family inquiries with the Executive Director, and coordinating office equipment service requests. The role requires safeguarding confidential resident, applicant, team member, and financial information.

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.
Ability to use standard office equipment, including a computer, keyboard, mouse, printer, scanner, and copier.
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 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 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 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 and timely follow-up on business office needs.
Provide backup assistance with long-term-care billing submissions and resubmissions, ensuring required 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 Revenue Services Specialist.
Sell meal tickets, accurately record transactions, and process payments 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 locate current, complete records.
Enter and update information in approved systems, spreadsheets, and tracking logs, reviewing 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; promptly report misplaced records or suspected unauthorized access.
Perform other duties as assigned.