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Housing Administrative Assistant

2 months ago

West Palm Beach, United States MorseLife Health Systems Full time
SUMMARY

The Housing Administrative Assistant coordinates the daily administrative functions of the Medical Office, Tradition Administration, and Housing Operations. Additionally, this role works to streamline processes and communication across all Housing Departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Provides direct administrative support to Tradition Administration and the Medical Office including calendar management, correctly routing inquiries, completing clerical tasks, and completing physician correspondences.
  • Manages the Senior Vice President of Housing and Executive Director of the Tradition and Palace calendars and independently schedules appointments.
  • Arrange travel plans and itineraries, and compiles documents for travel-related meetings and conferences.
  • Screens incoming calls and correspondences and responds independently when possible.
  • Reads and routes incoming mail for administration. Locates and attaches appropriate files for correspondence.
  • Directs preparing and filing corporate legal documents with government agencies to conform to statutes. Acts as the custodian of corporate documents and records.
  • Directs the preparation of records such as agendas, notices, minutes, and resolutions for corporate meetings. Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
  • Maintains medical records and resident file storage for housing. Corresponds with offsite storage and tracks documents including coordinating long-term care insurance documentation requests.
  • Provide administrative support to all housing directors with the Senior Vice President's and Executive Director's approval.
  • Reconciles the Senior Vice President's and Executive Director's housing credit cards and pays administrative bills.
  • Completes payroll for the Senior Vice President and Executive Director.
  • Maintains and tracks current private duty registration, pet registration, renters' insurance, and other records as assigned.
  • Manage, analyze, and resolve various compliance processes and reports.
  • Administratively manage office needs; by ordering supplies, providing technical support, completing maintenance requests, and filing.
  • Provides administrative support and required reporting during state audits or as needed per regulatory guidelines and internal practices.
  • Prepares AHCA reports as needed.
  • Answers phone calls promptly, including responding to voicemails with professionalism, hospitality, and excellent phrasing.
  • Provides families with needed follow-up on scheduling, referrals, and concerns.
  • Maintains medical records per regulatory guidelines and Morse Life policies.
  • Prepares daily schedules and helps manage clinic communication with Assisted Living.
  • All other duties as assigned.
SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities.

QUALIFICATIONS EDUCATION and/or EXPERIENCE

To perform this job successfully, an individual must be able to perform each primary function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
  • High school diploma or general education degree (GED); with 1 year of medical office administrative/clerical experience.

LANGUAGE SKILLS

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

MATHEMATICAL SKILLS

Ability to work with mathematical concepts and to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform their primary functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to walk and reach with hands and arms. The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and color vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform their primary functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, toxic or caustic chemicals, and the risk of electrical shock. The noise level in the work environment is usually moderate.