Receptionist/Administrative Assistant

Meadowbrook at Oconto Falls•Oconto Falls, WI

8d•Hybrid

About The Position

The primary purpose of this job position is to provide administrative assistance to the Administrator. As an Administrative Assistant, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties. Every effort has been made to identify the essential functions of this position, but it does not exclude other duties that may be similar, related, or essential to the position. Information regarding Essential Functions, Safety Factors, and Competency Evaluation is provided in the “Job Position Analysis Information” section.

Requirements

Must possess a high school education.
Must have, as a minimum, three (3) years of clerical/secretarial experience.
Ability to type and use general office equipment is required.
Computer skills required.
Must possess a working knowledge of the rules and regulations that govern nursing facility operational standards.
Must be able to read, write, speak, and understand the English language.
Must possess the ability to make independent decisions when circumstances warrant such action.
Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
Must be knowledgeable of laws, regulations, and guidelines pertaining to long-term care administration.
Must possess the ability to work harmoniously with and supervise other personnel.
Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents, staff, and visitors based on whatever maturity level at which they are currently functioning.
Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
Must be able to maintain good personnel relations and employee morale.
Must be able to read and interpret financial records, reports, etc.
Must be knowledgeable of computer systems, system applications, and other office equipment.
Must be able to communicate policies, procedures, regulations, reports, etc., to personnel, residents, family members, visitors, and government agencies/personnel.
Must not pose a direct threat to the health or safety of other individuals in the workplace.
Must be able to move intermittently throughout the workday.
Must be able to speak and write the English language in an understandable manner.
Must be able to cope with the mental and emotional stress of the position.
Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of the position can be fully met.
Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
Must meet the general health requirements set forth by the policies of this facility, which includes a medical and physical examination.
Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.
Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
May be necessary to assist in the evacuation of residents during emergency situations.

Nice To Haves

College and/or secretarial training program are desirable.

Responsibilities

Provide administrative assistance to the Administrator.
Act as directed by the Administrator in providing support and communication between the Administrator’s office and other departments within the facility.
Perform general secretarial and administrative duties as required or directed by the Administrator in support of the administrative functions of all departments within the facility.
Accept and perform temporary or long-term assignments to various departments within the facility as required by the Administrator.
Assist the Administrator in planning, developing, organizing, implementing, and directing the day-to-day functions of the facility, its programs and activities.
Assist in establishing written policies that govern the resident’s right to quality of life and care.
Interpret the facility’s policies and procedures to employees, residents, family members, visitors, government agencies, etc., as necessary or instructed.
Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
Consult with department directors concerning the operation of their departments to assist in eliminating/correcting problem areas, and/or improvement of services. Report such findings/solutions to the Administrator.
Represent the facility in dealings with outside agencies, including governmental agencies and third party payors, or provide an authorized representative of the facility when unable to attend such meetings.
Maintain an adequate liaison with families and residents.
Ensure that public information (policy manuals, marketing materials, etc.) describing the services provided in the facility is accurate and fully descriptive.
Maintain a good public relations program that serves the best interest of the facility and community alike.
Maintain a productive working relationship with the medical profession and other health related facilities and organizations.
Act on behalf of the Administrator during his/her absence.
Assist in setting the tone and atmosphere of the facility.
Coordinate the facility’s services and activities with department directors as necessary.
Process and deliver mail to/for the Administrator and other executives as necessary.
Prepare and process correspondence for the Administrator.
Maintain files for the Administrator.
Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Administrator.
Report any known or suspected unauthorized attempt to access facility’s information system.
Assist the Public Relations/Marketing Director as directed.
Serve on various committees of the facility (i.e., Infection Control, Quality Assurance & Assessment, Safety, etc., as appointed by the Administrator) and provide written/oral reports of such committee meetings to the Administrator as necessary.
Evaluate and implement recommendations from the facility’s committees as necessary or as may be directed.
Assist the Quality Assurance and Assessment Committee in developing and implementing appropriate plans of action to correct identified quality deficiencies.
Work with personnel matters as required.
Keep all personnel matters strictly confidential.
Assist in the recruitment and selection of competent department directors, supervisors, consultants, and other auxiliary personnel. Make recommendations to the Administrator.
Delegate administrative authority, responsibility, and accountability to other staff personnel as deemed necessary to perform their assigned duties.
Assist in scheduling department working hours, personnel, work assignments, etc., as necessary or required.
Assist in standardizing the methods in which work will be accomplished.
Counsel/discipline personnel as requested or as may become necessary.
Serve as liaison to the Administrator, medical staff, and other professional and supervisory staff.
Work with the facility’s consultants as necessary and implement recommended changes as approved by the Administrator.
Assist in establishing the facility’s vacation schedule as necessary or required.
Schedule and participate in departmental meetings as directed.
Schedule appointments for the executive staff.
Coordinate staff meetings and maintain minutes of such meetings as directed.
Report known or suspected incidents of fraud to the Administrator.
Ensure that departmental computer workstations left unattended are properly logged off or the password protected automatic screen-saver activates within established facility policy guidelines.
Assist department directors in the planning, conducting, and scheduling of in-service training classes, on-the-job training, and orientation programs to ensure that current material and programs are continuously provided.
Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.
Attend and participate in facility mandatory in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).
Ensure that all facility personnel, residents, visitors, etc., follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc. Report violations to the Administrator.
Ensure that facility personnel follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.
Maintain and file accident/incident reports.
Maintain and file OSHA recordkeeping reports (e.g., OSHA Forms 300, 301, etc.).
Assist in obtaining MSDSs from vendors.
File MSDSs in accordance with the facility’s hazard communication policies.
Provide the Administrator with written requests of equipment and supply needs.
Ensure that adequate supplies and equipment are on hand to meet the day-to-day operational needs of the facility and residents.
Assist department directors in preparing an annual operating budget for approval by the Administrator.
Assist in the establishment and maintenance of an adequate accounting system that reflects the operating cost of the facility.
Review and interpret monthly financial statements and provide such information to the Administrator.
Review billings and report delinquencies to the Administrator.
Ensure that adequate financial records and cost reports are submitted to authorized government agencies as required by current regulations.
Keep abreast of economic conditions/situations and make adjustments as necessary to ensure the continued ability to provide quality care.
Report suspected or known incidence of fraud relative to false billings, cost reports, kickbacks, etc.
Maintain the confidentiality of all resident care information including protected health information. Report known or suspected incidents of unauthorized disclosure of such information.
Knock before entering a resident’s room.
Ensure that the resident’s rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times.
Review resident complaints and grievances and make written reports of action taken to the Administrator. Discuss with resident and family as appropriate.
Assist in establishing and implementing a Resident/Group Council.
Ensure that residents receive appropriate notices before being discharged or before having their room or roommate changed.
Ensure that resident funds maintained by the facility are managed in accordance with the resident’s request and in accordance with current federal and state requirements.
Ensure that the facility’s policies and procedures governing advance directives are reviewed with the resident and/or representative prior to or upon admission.