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Office Operations Assistant

2 months ago

Sparks, Nevada, United States Confidence Health Resources Full time
About the Position

Confidence Health Resources is seeking a highly organized and detail-oriented Front Desk Administrative Assistant to join our team. As a key member of our administrative staff, you will be responsible for providing exceptional support to our leadership team, caregivers, and individuals we serve.

Key Responsibilities
  • Front Desk Operations
    • Manage the smooth operation of our front desk, ensuring a welcoming and inclusive environment for all visitors.
    • Perform key clerical tasks, including faxing, emailing, copying, filing, and updating trackers and project management tools.
    • Open and close the office building, greet and assist visitors, and sign for medicine deliveries.
    • Maintain a clean and organized office environment that reflects our commitment to excellence.
  • Communication and Support
    • Triage calls from colleagues, stakeholders, and family members, handling sensitive information with discretion and confidentiality.
    • Facilitate the balancing of petty cash ledgers for individuals in our SLA program, ensuring accurate and timely distribution of funds.
    • Perform tasks assigned to support the hiring process, including conducting reference checks, starting new employee files, and coordinating paperwork and fingerprinting.
  • Organizational Systems and Efficiency
    • Develop and maintain a clear and intuitive filing system to organize information for individuals we serve, ensuring compliance with state and regional requirements.
    • Ensure all homes have necessary forms, including progress trackers and medication administration records, to document important information.
    • Support administrative leadership in maintaining clear and intuitive systems to organize information for CHR employees, ensuring proactive compliance and staff training.
  • Payroll and Staffing Support
    • Support timely payroll and billing operations, including collecting and collating paperwork from each home, tracking attendance, and conducting preliminary audits of timesheets and sign-in logs.
    • Assist in updating the CHR Staffing Matrix to forecast future staffing needs.
  • Work Environment and Safety
    • Demonstrate values such as respect and dignity to individuals and coworkers, ensuring a safe and healthy work environment.
    • Perform other duties as assigned within the scope of this position.
Requirements
  • High school diploma or equivalent required.
  • Minimum 1-2 years of experience in administrative, front desk, customer service, or a related field.
  • Proficiency in Microsoft Office and Google Workspace/GDrive.
  • Critical thinking, interpersonal, and problem-solving skills.
  • Demonstrated experience in maintaining organized workflows.
  • Familiarity with CRMs and project management applications preferred but not required.
  • Intermediate budgeting, bookkeeping, and planning skills, with knowledge of associated computer software a plus.
  • Detail-oriented with a passion for making systems more efficient and intuitive.
  • Ability to securely and responsibly handle confidential information.
Work Environment

This is a full-time, in-person position at our office. Reliable transportation is required. Office hours are from 9am to 5pm PST.