Administrative Assistant 2

Job Overview:This position is assigned to the business office under the general supervision of the HR/Accounting Supervisor. The Business Office conducts all payroll and personnel business, all resident financial transactions, all state and federal financial accounting, and general business activities within the work unit including budgeting, revenue collections, purchasing, inventories, and human resources that support staff of 180 employees and 117 residents.

Schedule: Monday - Friday 8:30-5:00pm Days off: Saturday & Sunday

Major Duties or Responsibilities:

A. Administrative Support 75%

• Answers telephones and receives the public. Records messages, transfers to voicemail and pages administrative supervisors.

• Prepares correspondence for administrative supervisors meeting agendas, meeting minutes and reports.

• Assists in the maintenance of databases for facility management.

• Assists with inventories, purchases, projecting needs, ordering, receiving supplies, and issuing supplies to staff.

• Assists in distributing mail for facility residents and staff.

• Distributes all internal staff correspondence via staff mail box system.

• Helps maintain key system for outbuildings and vehicles in order to control access and provide security using a check-out/check-in system.

• Maintains and secures office filing system in order to provide security during non-business hours and by filing data in alphabetical order.

• Secures cost of advertising. Places ads for facility recruitment in state and local newspapers. Maintains a filing system (notebook) for reference.

• Assists and completes all collection reports and deposit slips in order to account for deposits of money into banks, and to track sources of deposited funds by accurately filling out deposit slip information, collection report information, and journal information according to business office procedures.

• Builds and maintains spreadsheets that contain various data sources. Formulates and designs forms that help facility supervisors. Collects data for management and supervisors, which aides in the management of the facility.

• Researches, gathers, and prepares facility data and information that is requested and used at the SLTC Division level regarding budget, accounting, Human Resources, and resident services.

• Assists with the business needs of residents, banking, mail, filing, copying, faxing and any other needs of the day-to-day operations of the Business Office.

• Records resident's deposits as part of a daily check and balance system as per State Auditor recommended procedures.

• Assists in the preparation and distribution of the VA monthly per diem billing with Fort Harrison.

• Tracks, monitors, and prepares monthly New Employee Orientation and Annual training schedule and informs supervisors and staff of compliance.

• Prepares interview packets and assembles New Employee Orientation and Annual training packets.

• Assists with the staff personnel file system ensuring all documents are in the proper place in the file by date.

• Prepares facility policies and procedures, deletes old policies from manual, distributes new and revised policies to staff, and maintains policy and procedure manual in the prescribed order of the Policy and Procedure Committee.

• Monitors, tracks, and prepares monthly evaluation status of all employees in the facility.

B. Resident Account Management 15%

• Deposits monies and completes collection reports for individual residents in order to account for each residents' financial transactions following Business Office Policies and Procedures.

• Disburses cash and orders personal supplies for individual residents in order to address and account for each resident's needs and account for each resident's financial transactions following Business Office Policies and Procedures.

• Writes checks for individual resident expenses, in communication with the Reimbursement Division, in order to pay and record each residents's monthlly financial obligations following Business Office Policies and Procedures.

• Balance resident accounts daily and replenish cash on hand by comparing computerized individual resident account balances to computerized bank balance to the real bank balance in order to account for all resident financial transactions and to account for cash on hand following Business Office Policies and Procedures.

• Close computerized resident accounts and prepares necessary documents and funds in order to comply with any Federal, State, County, and VA rules and regulations in order to account for individual resident fund balances following Business Office Policies and Procedures.

• Maintains individual resident financial history by placing receipts and other financial documents in individual resident files in order to account for financial transactions following Business Office Policies and Procedures.

C. Other Duties 10%

• Maintains staff mail box and usage of staff locker records by number.

• Performs various bookkeeping, human resources, and personnel duties as assigned.

• Coordinates use of the main conference rooms in order to ensure room availability for all facility departments by creating a master calendar, posting regularly scheduled meetings, adding special meetings, deleting cancelled meetings, and making calendar available to supervisors.

• Fills in for other office staff in order to address staffing shortages, vacations, and sick leave by performing essential functions that are required by the business office on a daily basis.

• Makes advanced lodging arrangements for staff to attend out of town training/meetings. Securing the necessary rooms needed.

• Assists with the Housekeeping schedule.

• Shreds documents following business office policies and procedures.

Physical and Environmental Demands: Work is typically performed in a shared central office environment. Computer operation and some moderate lifting of documents and files are required. Using personal computer, telephone, adding machine/calculator, greeting the staff, residents and public.Work involves lifting, pushing, pulling, bending, reaching and extensive sitting. Critical physical demands: *Lift 20# rarely; *Push/Pull 20# rarely; *Reach forward and below occasionally.

Knowledge, Skills and Abilities (Behaviors):

Required for the first day of work:

• Interpersonal, oral and written communication skills.

• Ability to work with a multitude of people in a centralized area.

• Record of success working with the public and communicating effectively and positively.

• Knowledge of telephone systems and etiquette.

• Positive attitude and ability to promote teamwork within the department.

• Organized, Time management/prioritizing tasks and meeting deadlines.

• Ability to work with office computer programs, phone systems, 10-key, office equipment, and tools.

• Prefer experience with Microsoft Office, SABHRS, and Quicken software.

• Prefer knowledge of VA and state of Montana policies and procedures.

• Ability to learn and be cross-trained to provide assistance and backup to payroll, accounting and human resources.

Minimum Qualifications (Education and Experience):

• High School Diploma or Equivalent

• Three years of experience in office management or technical administrative support.

• Two years experience with Microsoft Office and other related computer applications.

• One year of experience with Quicken or accounting software.

• Knowledge of SABHRS Financials/Human Resources is preferred.

• Other combinations of education and experience will be considered on a case-by-case basis.