Administrative Assistant - Full Time

Harmony Senior Services•Charleston, SC

2d•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, and routes employee questions to the appropriate leader or HR representative. It also assists with payment handling, financial documentation, long-term care billing, payer statements, meal-ticket transactions, and p-card administration. General office duties include preparing and filing documents, maintaining paper and electronic records, entering information into approved systems, monitoring supplies, coordinating mail and deliveries, supporting meetings, assisting the Executive Director with resident and family inquiries, and coordinating office equipment service requests. The assistant is responsible for protecting 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.

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 about benefits, leave, pay, employee relations, or policy interpretation to the appropriate leader or HR representative.
Assist with scanning resident checks or arranging 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 contact for the Revenue Services Specialist, facilitating communication and following up on business office requests.
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.
Sell meal tickets, accurately record transactions, and process payment by personal check or authorized payroll deduction.
Oversee the community p-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; review entries for accuracy and completeness.
Monitor office supply inventory, place orders within approved procedures and limits, check deliveries, and organize supplies.
Coordinate outgoing mail, shipping, document deliveries, and administrative correspondence.
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 using secure storage and transmission methods and report misplaced records or suspected unauthorized access.
Perform other duties as assigned.