Job description
Position Description: Administrative AssistantReports To: Executive DirectorFLSA Classification: Non-ExemptCreated: March 9, 2014Revised: January 14, 2021
Job Summary
To provide appropriate office management and administrative support to the Executive Director.
Essential Job Functions
Special Demands
Job Summary
To provide appropriate office management and administrative support to the Executive Director.
Essential Job Functions
- Prepare and maintain office correspondences and reports (i.e. payroll, employment, accounting, residents) in accordance with policy and procedures
- Maintain the office in an environment conducive to work
- Keep the Director advised of all meetings and due dates for required reports and applications
- Prepare invoices, billings, admittance paperwork, and applications for all local, state, and federal agencies as directed by the Executive Director.
- Submit invoices, billings, admittance paperwork, and application for all local, state, and federal agencies as well as to the Corporate Office in Louisiana as required.
- Audit reports and/or files (i.e. petty cash, employee, financial, individuals, etc.) and report any findings to the Executive Director or the Finance Department at Corporate Office.
- Adjust resident accounts as necessary, and submit patient liability funds, and account balances monthly.
- Maintain census-billing information as required.
- Establish and oversee all burial accounts.
- Maintain Policy and Procedure Manuals and Consultants/Contracts documentation.
- Assist staff training coordinator as required by the Executive Director in training courses.
- Maintain office petty cash and reimburse as needed.
- Complete monthly checks as required by the Executive Director and submit them to the appropriate department(s).
- In service to new employees on employment related issues.
- Advise staff and process all paperwork on issues regarding Human Resources (i.e. transfers, FMLA, terminations, resignations, promotions, status changes, health insurance, life and disability insurance, 401k, medical reimbursement accounts, and electronic deposits).
- Oversee Workers Compensation programs and advise staff as needed.
- Conduct training for Community Home Managers on payroll procedures, time entry, and invoice processing.
- Train employees regarding vehicle safety and accident procedures and act as a safety advocate for the Division.
- Process all Human Resources documents, leave of absences/FMLA, terminations, resignations, transfers, promotions, and status changes.
- Coordinate and maintain medication certification training and certificates where applicable.
- High School degree or GED.
- Bachelor’s degree in Business or Management and Administration preferred.
- At least one (1) year of related experience and/or training; or equivalent combination of education and experience.
- Working knowledge of Windows 7, Office 2010 applications. Aptitude to learn other software programs as required for this position.
- Occasional travel
- Constantly moves about to coordinate work
- Occasionally moves and positions objects weighing up to 50 pounds
- Occasionally exposed to viruses and infectious conditions
Special Demands
- Ability to write and edit effectively; ability to communicate the written and spoken work with tact, diplomacy, and/or authority when necessary
- Possess good organizational skills, able to meet deadlines, self-starter and able to work under pressure
- Ability to meet the public in a manner that reflects creditably upon the organization and must have the ability to deal with individual(s) served and staff in a manner that is conducive to harmony and their best efforts
- Must be adaptable and have the ability to make decisions
- Must have understanding, patience, and tact in dealing with individual(s) served, their families or advocates, and other agencies involved in providing support for individual(s) served
- Must have the ability to maintain good working relationships with Evergreen staff and with contacts from other agencies or entities
- Must be able to prioritize work tasks under the general direction
- Must be able to work without close personal supervision
- Project a positive and proper appearance for Evergreen
- Duties are highly confidential and require comprehensive knowledge of Evergreen's policies, procedures, and operations. Responsibilities require discretion, judgment, tact, and poise.
- Will not supervise
- Must have a good driving record that meets the minimum requirements for Evergreen and reliable transportation. Must pass drug screen and criminal background check. • May be asked to work some evenings when required.
- General office environment.
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