Administrative Assistant Job at MN Signature Care in Little Falls

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!