Administrative Assistant in Warrenton, Oregon at Clatsop Care Center Health District

POSITION PURPOSE: Performs tasks essential in reception duties including answering incoming calls, receiving public inquiries, relaying and distributing information. Performs essential administrative clerical tasks including collecting, recording, and submitting data for Accounts Receivable and Accounts Payable. Performs essential tasks related to entering and maintaining data in resident’s clinical records.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Supports an environment that contributes to the overall quality of life for residents entrusted into the care of Clatsop Care Memory Community. Supports and maintains a positive work environment for all employees. Has flexibility, can work independently and makes good decisions. Participates as assigned in department, safety, disaster planning and QA Committees.

Receives incoming calls and public inquiries in calm, courteous, and efficient manner. Disburses information. Assists with essential marketing tasks including distributing written materials and providing tours. Establishes and maintains the waiting list. Maintains supply of information packets, employee packets, and job application forms. Receives and distributes job applications.

Acts as Qualified Designee overseeing criminal background check process. Accurately administers the employee hiring process and maintains recordkeeping. Keeps Administrator informed of any past-due accounts belonging to residents. Tracks receipt of payments and status of accounts belonging to residents. Works with Administrator to deposit cash in general checking. Collects and submits data necessary to pay vendors. Compares invoices and documents. Records all cash transactions and prepares weekly bank deposit. Sorts and routes mail. Determines need and orders necessary office supplies for all departments.

Enters resident specific information into the computer as needed including Physician Orders, Medication administration records, and service plans. Ensure that charts/records are maintained in such a way as to ensure residents right to privacy. Purges charts as needed. Obtains POLST for every resident, registers with OHSU and assures they are posted in resident cupboards. Determines and orders quantity of supplies and equipment in accordance with needs and administrative requests in a cost-effective manner.

Audits MAR and TAR sheets monthly. Coordinates care with outside service providers including Home Health, Hospice and Therapy. Is in charge of petty cash and maintains records. Sets up new resident file. Maintains current census count. Maintains disease index and admission and discharge books.

Other duties as assigned by administrator.

QUALIFICATION REQUIREMENTS:

• Two years of experience in a long-term care facility or related field preferred
• Excellent organizational skills
• Ability to communicate effectively verbally and in writing in English
• Ability to communicate by phone
• Ability to make decisions independently
• Self-Motivated
• Ability to work under time pressure and stress and maintain professional demeanor
• Ability to keep information confidential
• Ability to represent CMCC in a professional manner
• Ability to sit for up to 2 hours at a time. Ability to bend, straighten, and walk reasonable distances
• Ability to work with and communicate with a population that suffers from dementia.
• Ability to work effectively with people with difficult behaviors
• Strong computer and keyboard skills

NON-ESSENTIAL JOB FUNCTIONS include the following: All job functions are essential.

UNIVERSAL PRECAUTIONS: Exposure to blood/body fluids is possible.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is occasionally required to stand, walk, climb or balance: stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus. Function independently, have flexibility and the ability to work effectively with residents, staff and resident support persons and agencies.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.