Administrative Assistant - Full Time

Harmony Senior Services•Summerville, SC

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, maintaining administrative paperwork and records, data entry, document processing, follow-up, and supply coordination. The assistant supports new-hire onboarding and orientation, maintains confidential HR records, tracks required licenses and training documentation, and routes employee questions to the appropriate leader or HR representative. Billing and accounting duties include handling resident check-related tasks, maintaining financial documentation, coordinating with the Revenue Services Specialist, providing backup support for long-term care billing, distributing payer statements and collection letters, selling meal tickets, and overseeing the community purchasing card. General office duties include preparing and filing materials, maintaining electronic and paper records, updating approved systems and tracking logs, monitoring supplies, coordinating mail and deliveries, assisting with meeting logistics, following up on resident and family inquiries, and coordinating office equipment service requests. The position protects confidential resident, applicant, team member, and financial information. Other duties may be assigned.

Requirements

High school diploma or GED.
At least 2 years of administrative or office support experience.
Proficiency with Microsoft Outlook, Word, and Excel, and the ability to learn company HR, accounting, and document management systems.
Strong organizational skills and attention to detail.
Accurate data-entry skills and the 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 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 requested acknowledgments.
Route questions about 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, 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 submitted on time.
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 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, complete records.
Enter and update information in approved systems, spreadsheets, and tracking logs, and 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 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 resident, applicant, team member, and financial information using secure storage and transmission methods, and report misplaced records or suspected unauthorized access.
Perform other duties as assigned.