Front Desk Administrative Assistant

Confidence Health Resources-posted 3 months ago

$15 - $17/Yr

Full-time • Entry Level

Onsite • Sparks, NV

11-50 employees

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Reporting to the Administrator, the Front Desk Administrative Assistant will be responsible for leading CHR’s Front Reception Desk, facilitating efficiency and clarity in CHR filing and organizational systems, supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process, and playing an active role in ensuring a safe and healthy work environment here at CHR. This is a full time, hourly position.

Leading CHR’s Front Reception Desk
Maintaining smooth operation of CHR’s Front Desk is pivotal to supporting the work of CHR caregivers and leadership in encouraging and uplifting the individuals who are part of our SLA program.
Consistent performance of key clerical tasks such as
Faxing communications with SRC, Public Guardian's office, pharmacies and other relevant stakeholders as needed
Emailing
Copying
Filing
Updating trackers and project management tools
Opening and closing the office building
Greeting and assisting visitors in the office
Signing for medicine deliveries
Ensuring a clean, organized office environment that is inclusive and welcoming to everyone who walks in the door
Creating and distributing memos when requested
Maintain up-to-date contact lists (doctors, programs, SRC, Public Guardians, etc)
Triaging calls on behalf of CHR Leadership from fellow colleagues, SRC Coordinators, Guardians, and Family members of individuals we serve support from CHR leadership on a variety of concerns, all to be handled with appropriate confidentiality and discretion
Facilitate the balancing of petty cash ledgers for every individual in the SLA program each week by
Distributing weekly grocery/personal needs/recreation funds in the form of written checks to individuals (or staff members on their behalf) as they are written each week
Regularly updating a tracker of checks written out to each of individual, noting the check numbers, amounts, and the individual/staff member who picks them up
Regularly updating petty cash forms to document money spent, keeping track of receipts as timely as possible in accordance with relevant State and regional requirements
Performing tasks as assigned to help facilitate the hiring process of new staff members including
Conducting reference checks
Starting new employee files
Coordinating with new hires the process of new employee paperwork and fingerprinting
Facilitating efficiency and clarity in CHR filing and organizational systems
Develop and consistently maintain a clear and intuitive filing system to organize information pertaining to the individuals we serve in accordance with requirements from relevant State and regional agencies
Ensure that all homes have copies of necessary forms (updating as needed) to document things such as progress trackers and medication administration records (MARs) to time sheets and sign in forms
Support CHR Administrative leadership in maintaining clear and intuitive systems to organize information pertaining to CHR employees, ensuring that we can proactively ensure employee file compliance and current staff training in accordance with requirements from relevant State and regional agencies
Ensure that all employee files are clearly ordered and contain all the required information and up-to-date training certificates as required by the State and regional agencies
Supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process
Supporting the timely payroll and billing operations of Confidence which includes…
Support CHR Administrative Leadership in collecting, making copies of, and neatly collating the paperwork from each home to assist in timely processing of bimonthly payroll including tracking and record attendance completion of the Daily Work Log each day for houses as another source of checks & balances
Conducting thorough and regular preliminary audits of timesheets and sign in logs for all office and home care personnel to be reviewed by either the Administrator or the Associate Director of Administration
Conducting monthly preliminary comparison audits of monthly sign in sheets to payroll records to identify and standardize corrections made between payroll audits for accurate billing to relevant State and regional agencies. Audits will be reviewed by the Director of Professional Services prior to timely submission
Assist CHR Leadership in regularly updating the CHR Staffing Matrix to forecast future staffing needs
Playing an active role in ensuring a safe and healthy work environment here at CHR
Demonstrating values such as respect and dignity to the individuals and fellow coworkers.
Other duties as assigned within the scope of this position.

Minimum of a high school diploma or equivalent
Must be 18 years of age or older
Minimum 1-2 years experience in either administrative, front desk, customer service or a related field
Proficiency in Microsoft Office, Google Workspace/GDrive
Critical thinking, interpersonal and problem-solving skills
Demonstrated experience in maintaining organized workflows
Ability to securely and responsibly handle confidential information

Familiarity with CRMs preferred but not required
Familiarity with project management applications (e.g. Trello, Asana) preferred but not required
Intermediate budgeting, bookkeeping and planning skills
Knowledge of associated computer software is a plus
Detail-oriented with a passion for making systems more efficient and intuitive

75% employer paid health insurance
50% employer paid dental insurance
50% employer paid vision insurance
Employer paid trainings and certification classes to maintain compliance with relevant State and regional agencies
Short term disability coverage
Gas allowance (for qualifying employees)
Ability to request up to 6 weeks of vacation a year (currently unpaid)
End of year Winter Bonus pay
Employees eligible for insurance benefits 90 days after hire date.

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