Administrative Assistant

3 weeks ago

Little Falls, United States MN Signature Care Full time $20 - $22
Job DescriptionJob Description

Position: Administrative Assistant

Job Summary: The Administrative Assistant is essential for ensuring smooth office operations and providing support to Directors and other personnel in our long-term care Assisted Living Communities. This role includes handling a range of clerical tasks such as billing, accounts receivable, accounts payable, and payroll management.

Qualifications:

  • Associate's Degree or higher in Administrative Assistance, Office Management, Business Management, Human Resources, or a related field is recommended.
  • Proficiency with computers and Microsoft Office programs.
  • Familiarity with general office policies and procedures.
  • Excellent written and verbal communication skills.
  • Ability to work independently.
  • Proactive and focused on creating positive experiences for others.
  • Capable of meeting the physical demands of the role.

Hours:

  • Full-Time Position

Duties:

Administrative Support:

  • Perform office tasks such as filing, generating reports, scheduling meetings, and maintaining office supplies.
  • Provide scheduling support by booking appointments and resolving conflicts.
  • Arrange travel, including flights, cars, hotels, and restaurant reservations.
  • Screen and route phone calls appropriately.
  • Utilize computers for report generation, meeting minutes, presentations, and research.
  • Greet and assist visitors professionally.
  • Communicate courteously via phone, email, and mail.
  • Manage contact lists and correspondence, including memos, letters, faxes, and forms.

Office Operations:

  • Develop and maintain an efficient filing system.
  • Order and manage office supplies to ensure adequate inventory.
  • Prepare and monitor invoices.
  • Support administrative staff with information, educational opportunities, and growth.
  • Ensure proper operation of equipment through preventive maintenance and coordination of repairs.
  • Maintain equipment inventories and evaluate new tools and techniques.

Additional Responsibilities:

  • Process payroll accurately and on time.
  • Manage resident billing, including generating and tracking invoices, and addressing billing inquiries.
  • Monitor and manage supply inventory, anticipating needs and placing orders.
  • Perform administrative duties such as filing, typing, copying, and scanning.
  • Maintain confidentiality of sensitive information.
  • Handle mail, including receipt, sorting, and distribution.
  • Keep employee records current.
  • Play a role with orientation to new hires.
  • Maintain a clean and organized office environment.
  • Run errands, including visits to the post office, bank, and supply store.
  • Create, review, or revise forms as needed.
  • Improve administrative systems for greater efficiency.
  • Stay updated with professional knowledge through workshops and publications

If you are organized, proactive, and have a strong administrative background, we encourage you to apply for this important role at MN Signature Care



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