Administrative Assistant

Administrative Assistant

Summary of Duties:

The Administrative Assistant oversees employee administrative affairs in an organization. The HR manager in a health care facility is essential in delivering effective services. There are certain roles specific to a HR manager in health care. This facility needs the expertise of qualified and reliable members to ensure adequate delivery of health care services, limit concerns and complaints from staff members, residents, family members and the community and to prevent sanctions from authorities. The HR manger is in charge of evaluating existing employees in an organization, and must ensure that the performance of recruits and employees meets and exceeds standards of practice and is also in charge of addressing disputes arising between employees and management and finding working solutions to address such disputes.

Supervision:

The Administrative Assistant is under the direct supervision of the facility’s Administrator.

Qualifications:

High school diploma required; Bachelor’s degree from a four-year college or university or similar work experience; 5+ years’ experience in progressively responsible human resource roles; 3+ years’ of experience in Labor Relations and Employee Relations; 3+ years’ of experience in a supervisory role; SHRM certification preferred.

Other Training, Skills and Experience Requirements:

Filing, computer skills, knowledge of medical terminology, keyboarding. Employee must demonstrate on an ongoing basis the ability to develop and maintain good working relationships with all staff members, co-workers and other departments.

Position Requirements:

One to two years previous experience in human resources; previous typing and office experience preferred.

Essential Functions (with or without reasonable accommodations):

The duties and responsibilities included under the essential functions listing have been determined by management to be essential to the successful performance of this position. However, this listing may not be inclusive of all the duties and responsibilities that may be required. The omission or exclusion of duties and responsibilities from this description does not infer that the designated employee will not be required to perform additional job-specific duties if the work is similar, related or becomes an essential function of this position.

Skill Requirements:

• Recruitment and hiring
• Employee relations
• Human resources management
• Benefits administration
• Performance management
• Communication processes
• Organization development and strategic planning
• Policy development and administration
• Complaint resolution
• Peer review
• Compensation and wage structure
• Supporting diversity
• Classifying employees
• Contract negotiations
• Employment law
• Laws against sexual harassment
• Laws against workplace violence
• Organization

Physical Requirements:

The employee must be able:

• To move intermittently throughout the workday
• See, hear or use prosthetic devices to enable use of the senses adequately
• Assist with the evacuation of elders if necessary
• Bend, stoop, sit for extended periods of time
• Dexterity of hands and fingers to operate equipment
• Ability to lift, move, push or pull a minimum of fifty (50) pounds

Work Environment:

The primary work environment is throughout the facility and at times the work is stressful. The employee may be exposed to blood, body fluids, infectious diseases and air contaminants. The employee may be subject to work call-back during times of facility emergency or disaster preparedness functions. This position requires a self-motivated individual. This is an extremely sedentary position where the employee is required to sit for prolonged periods of time. Employee is able to sit and stand as tolerated. Employee must be organized and detail-oriented. Employee may be requested to perform other duties or tasks that are not listed, but are within the competence and training of the individual.

Summary of Occupational Exposures:

Bloodborne Pathogens:

Tasks and procedures performed by employee involve risks classified by CDC as: Category III (Task/activity does not entail predictable or unpredictable exposure to blood.)

Specific Task Exposure:

• Refer to Exposure Control Plan for information

Confidentiality of Information:

• The employee in this position may not disclose any record (via any media format, known or unknown)
• May not disclose any resident, staff member or facility information, any system log-in codes or password assigned or permit any unauthorized access to elder/resident or facility information without express written consent of the facility management

Fair Labor Standards Act:

This facility’s compensation for this position exceeds the mandates of the Fair Labor Standards Act and as such this position is exempt from overtime coverage

Position Acknowledgement:

By accepting this position, the employee agrees to perform the tasks outlined in this job description, as well as other tasks that may become necessary to the position. Failure to perform the duties in a safe and professional manner and in accordance with the facility established policies and procedures may result in disciplinary action including termination of employment. The employee will receive a copy of this job description and a signed copy will be placed in the employee’s personnel employment file.

Essential Duties and Responsibilities:

Under the supervision of the facility’s Administrator, provides services to organize and maintain all records of staff members working or volunteering at the facility by performing the following essential functions:

• Enhances the organization’s human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices
• Maintains the work structure by updating job requirements and job descriptions for all positions
• Supports organization staff by establishing a recruiting, testing, and interviewing program; counseling managers on candidate selection; conducting and analyzing exit interviews; and recommending changes
• Prepares employees for assignments by establishing and conducting orientation and training programs
• Manages a pay plan by conducting periodic pay surveys; scheduling and conducting job evaluations; preparing pay budgets; monitoring and scheduling individual pay actions; and recommending, planning, and implementing pay structure revisions
• Ensures planning, monitoring, and appraisal of employee work results by training managers to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; and counseling employees and supervisors
• Implements employee benefits programs and informs employees of benefits by studying and assessing benefit needs and trends; recommending benefit programs to management; directing the processing of benefit claims; obtaining and evaluating benefit contract bids; awarding benefit contracts; and designing and conducting educational programs on benefit programs
• Ensures legal compliance by monitoring and implementing applicable human resource federal and state requirements, conducting investigations, maintaining records, and representing the organization at hearings
• Enforces management guidelines by preparing, updating, and recommending human resource policies and procedures
• Retains historical human resource records by designing a filing and retrieval system and keeping past and current records
• Cultivates professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies
• Completes human resource operational requirements by scheduling and assigning employees and following up on work results
• Manages human resource staff by recruiting, selecting, orienting, and training employees
• Advances human resource staff job results by counseling and disciplining employees; and planning, monitoring, and appraising job results
• Contributes to team effort by accomplishing related results as needed

• Assures personal and staff compliance to Residents’ Rights
• Attends and participates in in-service training, performance improvement committees and other meetings as scheduled and directed
• Safety

• Knows and follows facility rules
• Demonstrates proper use of equipment
  • Report equipment needs or repairs
• Follows facility smoking policies
• Reports and documents any incidents or accidents of staff or visitors to appropriate facility personnel
• Performs duties as assigned in Facility Disaster Plan
• Uses required protective equipment as appropriate
• Follows infection control standards, policies and procedures
• Reports all hazardous conditions/equipment to Administrator
• Reports staff concerns, grievances and complaints to Administrator immediately
• Complies with all laws and regulations applicable to position and acts in accordance with the facility’s Corporate Compliance Program
• Other duties as assigned

Benefits:

Health and vision care

About Us:

Enterprise Estate Nursing Center is a community owned, non-profit nursing facility committed to providing personalized service with the highest standard of care since 1975. The resident rooms at Enterprise Estates offer a full range of service while our goal is to always serve our senior community with dignity and respect. Residents enjoy a safe, caring, homelike setting in a clean and inspiring environment.