Address
Form of workTITLE: Administrative Specialist
REPORTS TO: Administrator
Job Summary: The Administrative Specialist is responsible for welcoming and greeting all guests or visitors in person or over the phone, assisting them in a timely, professional manner. The position will manage the recruitment through onboarding for all staff. The Administrative Specialist will assist with business office functions in the areas of accounts payable and receivable. This position will assist with payroll.
Qualifications: Required to have excellent customer services skills both on the phone and in person. Required to have excellent organizational skills with strong attention to detail. Must be a high school graduate with at least a two-year degree with a preferred degree related to business management to include accounting, payroll and human resources. Required to have an ability to read, write and speak English, and complete and pass a state required background study form which checks for certain criminal convictions or serious/recurring maltreatment.
General Responsibilities:
- Greets and welcomes all guests or visitors with excellent customer service, assisting them with their needs.
- Answer all incoming calls in a professional manner and transfer them appropriately.
- Orders facilities office supplies as needed, obtaining administrative approval for major supply and equipment purchases.
- Ensure all new paperwork has been completed and processed.
- Perform orientation with oncoming pool staff.
- Complete fit testing for new hires & annually for staff.
- Ensure nursing new hires receive an employee handbook and sign appropriate documents for their files.
- Demonstrates dependable, professional work habits.
- Create name tags for staff as needed.
- Scan and upload documents for departments as needed.
- Facilitate tours of CCC.
- Sit in on meetings (QAPI/Table Tops/Etc) and take notes, then collaborate notes into a cohesive document and submit to DON and Administrator
- Assist department heads with administrative tasks as needed such as mailing, scanning, filing, etc.
- Sort mail and distribute to staff members and residents.
- Assist in resolving payroll discrepancies by collecting and analyzing information.
- Assists Payroll Department by providing information, answering questions and requests.
- Supports payroll operations by following policies and procedures; reporting needed changes.
- Maintains employee confidence and protects payroll and human resources operations by keeping information confidential.
- Assist with accounts payable duties as directed by Administrator/CEO/CFO
- Assist with accounts receivable duties as directed by Administrator/CEO/CFO
- Basic competencies regarding dementia management, infection control and other areas as identified through the facility assessment.
- Basic competencies regarding abuse, neglect, exploitation, and misappropriation of resident property.
- Knowledge, skills and abilities required by OSHA Hazard communication, HIPPA, QAPI and other organizations.
- Keep list of all residents being discharged.
- Ensure SNFABNs/NONMCs are filled out, signed and put into resident files.
- Collect therapy orders to be faxed, determine proper physician and fax orders to them, resend faxes that don't get returned.
- Place signed orders into therapy file.
- New Admit paperwork packet.
- Scan Pre-Admission docs and Admission docs into files ASAP.
- Welcome admissions and answer questions and direct their questions to appropriate staff.
- Availity and ability access for running insurance.
- Print case mix and make a copy for resident file, mail out case mix to appropriate personal, scan copies to resident files, case mix website access.
- Point Click Care; post resident photos, add new residents, add new hires.
- EduCare; Add and remove staff, assign classes, check transcripts and course progression, alternate test scores when they don't register, assign staff with complications, password resets and main administration access.
- Kpay; update nursing timesheets, add PTO, cancelled lunches, weekend differential, verify time punches, upload HR/Certifications/Medical files to employee files.
- Uplock and reset user passworks, Maintain employee personnel files.
- Submit half hour COVID test pay for all staff to Sarah Lewis.
- Assist with various nursing and administrative projects as needed.
- Complete the Nursing/CNA schedule.
- Answering and checking in staff and visitors.
- Assist with room changes.
- Assist with central supply and COVID supply.
- Respond to emergency codes, ie: fire
- Other duties as directed.
In keeping with federal, state and local laws, Clarkfield Care Center/ Home Care/ Assisted Living policy forbids employees and associates from discriminating against anyone based on race, religion, color, creed, gender, age, marital status, national origin, sexual orientation, status with regard to public assistance, veteran status, familial status, disability or any other characteristic protected by law.Clarkfield Care Center/ Home Care/ Assisted Living is committed to establishing and maintaining a workplace free of discrimination. We are fully committed to equal employment opportunity. We will not tolerate unlawful discrimination in the recruitment, hiring, termination, promotion, salary treatment or any other condition of employment or career advancement. Clarkfield Care Center/ Home Care/ Assisted Living also provides reasonable accommodations to disabled employees and applicants as required by law.
