Administrative Assistant Full Time

SR COMPANIES LLC•Paducah, KY

22h•$19 - $21•Onsite

About The Position

The Administrative Assistant supports the community’s day-to-day operations as directed by the Executive Director. The role provides general administrative support to various departments, including filing, scanning, copying, data entry, spreadsheet maintenance, and other tasks as needed. The Administrative Assistant follows applicable SRI management and community rules, policies, standards, and guidelines, and helps create a positive experience for residents, families, and visitors by providing courteous, respectful service and routine clerical support. The role handles correspondence, mail, interview scheduling, office supplies, invoices, resident statements, and checks, as well as processing and routing HR and payroll documents. It involves handling sensitive information confidentially and following HIPAA regulations. The Administrative Assistant welcomes visitors, directs them to the appropriate department head, answers prospective residents’ questions when the Sales Director is absent, and responds to requests for assistance. The position also supports resident sign-out procedures, follows emergency policies, observes and reports safety hazards, participates in required trainings and meetings, and takes on other reasonable duties or special assignments as requested.

Requirements

High school diploma or GED, or less than one year of related experience or training, or an equivalent combination of education and experience.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to present information effectively in one-on-one and small-group situations to customers, clients, and other employees.
Ability to apply common-sense understanding to detailed but uncomplicated written or oral instructions.
Ability to address problems involving a few concrete variables in standardized situations.
Knowledge of Microsoft Office Suite.
Ability to perform the essential duties satisfactorily, with reasonable accommodations where applicable.

Responsibilities

Assist with the community’s day-to-day operations as directed by the Executive Director and provide administrative support to various departments.
Perform clerical tasks including filing, scanning, copying, data entry, spreadsheet maintenance, and typing correspondence.
Interact with residents, families, and visitors with empathy, kindness, compassion, and respect; answer calls courteously and respond to requests for assistance.
Receive and route incoming and outgoing mail; mail resident statements and checks to the corporate office as needed.
Schedule interviews for department heads.
Coordinate pre-employment paperwork and send it to the Regional HR Coordinator; issue uniforms, name badges, keys, and security access.
Scan and submit HR documents to the Regional HR Coordinator, confirm receipt, and shred originals after receipt is confirmed.
Scan missed punch forms and send them to the payroll team; scan and route invoices for processing.
Handle sensitive and confidential information, maintain confidentiality, and follow HIPAA regulations.
Order and maintain office supplies as requested and approved.
Greet families and visitors, determine the nature of their business, and introduce them to the appropriate department head.
Answer prospective residents’ questions about the community when the Sales Director is absent.
Communicate in a language each resident can understand and ensure residents or responsible parties sign residents out when they leave the community.
Follow written and verbal instructions, established policies and procedures, and emergency procedures.
Practice safe working habits and good body mechanics; immediately report safety hazards to a supervisor.
Work collaboratively with associates and management and maintain a positive, respectful attitude toward residents, families, visitors, associates, management, work issues, policies, and procedures.
Attend or participate in trainings, in-service meetings, and mandatory meetings.
Refer inquiries about resident care from families and visitors to the immediate supervisor.
Take initiative, seek additional information, offer solutions or suggestions, and undertake special projects or assignments outside regular duties.
Perform other reasonable duties as assigned or requested.