Administrative Assistant

Harmony Senior Services•Chesapeake, VA

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, recordkeeping, data entry, document processing, follow-up, and supply coordination. The position 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, supports LTC billing and payer-statement distribution, serves as an on-site contact for the Revenue Services Specialist, and oversees meal-ticket transactions and community p-card documentation. General office duties include preparing and filing documents, maintaining records 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 assistant is responsible for protecting confidential resident, applicant, team member, and financial information. Other duties may be assigned.

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.
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 the Regional HRBP and other authorized parties.
Track required 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 required financial documentation in the Community Finance Hub.
Serve as the primary 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 LTC billing submissions and resubmissions, ensuring documentation is complete and submitted by established deadlines.
Assist with timely distribution of 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 payment 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 promptly 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 information using secure storage and transmission methods, and promptly report misplaced records or suspected unauthorized access.
Perform other duties as assigned.