Purpose of Your Job Position

The primary purpose of your job position is to provide administrative assistance to the Administrator.

Delegation of Authority

As Administrative Assistant, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Job Functions

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Miscellaneous Information

Information explaining the Essential Functions, Safety Factors, and the Competency Evaluation columns, as well as the Risk Exposure Category legend is provided in the “Job Position Analysis Information” section located on the last page of this job description. (Note: The number assigned to each individual column corresponds to that same number in the “Analysis” section.)

Duties and Responsibilities
Administrative Functions

Provide administrative assistance to the Administrator.

Act as directed by the Administrator in providing support and communication between the Administrator’s office and other departments within the facility.

Perform general secretarial and administrative duties as required or directed by the Administrator in support of the administrative functions of all departments within the facility.

Accept and perform temporary or long-term assignments to various departments within the facility as required by the Administrator.

Assist the Administrator in planning, developing, organizing, implementing, and directing the day-to-day functions of the facility, its programs and activities.

Assist in establishing written policies that govern the resident’s right to quality of life and care.

Interpret the facility’s policies and procedures to employees, residents, family members, visitors, government agencies, etc., as necessary or instructed.

Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

Consult with department directors concerning the operation of their departments to assist in eliminating/correcting problem areas, and/or improvement of services. Report such findings/solutions to the Administrator.

Represent the facility in dealings with outside agencies, including governmental agencies and third party payors, or provide an authorized representative of the facility when unable to attend such meetings.

Maintain an adequate liaison with families and residents.

Ensure that public information (policy manuals, marketing materials, etc.) describing the services provided in the facility is accurate and fully descriptive.

Maintain a good public relations program that serves the best interest of the facility and community alike.

Maintain a productive working relationship with the medical profession and other health related facilities and organizations.

Act on behalf of the Administrator during his/her absence.

Assist in setting the tone and atmosphere of the facility.

Coordinate the facility’s services and activities with department directors as necessary.

Process and deliver mail to/for the Administrator and other executives as necessary.

Prepare and process correspondence for the Administrator.

Maintain files for the Administrator.

Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Administrator.

Report any known or suspected unauthorized attempt to access facility’s information system.

Assist the Public Relations/Marketing Director as directed.

Committee Functions

Serve on various committees of the facility (i.e., Infection Control, Quality Assurance & Assessment, Safety, etc., as appointed by the Administrator) and provide written/oral reports of such committee meetings to the Administrator as necessary.

Evaluate and implement recommendations from the facility’s committees as necessary or as may be directed.

Assist the Quality Assurance and Assessment Committee in developing and implementing appropriate plans of action to correct identified quality deficiencies.

Personnel Functions

Work with personnel matters as required. Keep all personnel matters strictly confidential.

Assist in the recruitment and selection of competent department directors, supervisors, consultants, and other auxiliary personnel. Make recommendations to the Administrator.

Delegate administrative authority, responsibility, and accountability to other staff personnel as deemed necessary to perform their assigned duties.

Assist in scheduling department working hours, personnel, work assignments, etc., as necessary or required.

Assist in standardizing the methods in which work will be accomplished.

Counsel/discipline personnel as requested or as may become necessary.

Serve as liaison to the Administrator, medical staff, and other professional and supervisory staff.

Work with the facility’s consultants as necessary and implement recommended changes as approved by the Administrator.

Assist in establishing the facility’s vacation schedule as necessary or required.

Schedule and participate in departmental meetings as directed.

Schedule appointments for the executive staff.

Coordinate staff meetings and maintain minutes of such meetings as directed.

Report known or suspected incidents of fraud to the Administrator.

Ensure that departmental computer workstations left unattended are properly logged off or the password protected automatic screen-saver activates within established facility policy guidelines.

Staff Development

Assist department directors in the planning, conducting, and scheduling of in- service training classes, on-the-job training, and orientation programs to ensure that current material and programs are continuously provided.

Attend and participate in workshops, seminars, etc., to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.

Attend and participate in facility mandatory in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.)

Safety and Sanitation

Ensure that all facility personnel, residents, visitors, etc., follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc. Report violations to the Administrator.

Ensure that facility personnel follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.

Maintain and file accident/incident reports.

Maintain and file OSHA recordkeeping reports (e.g., OSHA Forms 300, 301, etc.)

Assist in obtaining MSDSs from vendors. File MSDSs in accordance with the facility’s hazard communication policies.

Budget and Planning Functions

Provide the Administrator with written requests of equipment and supply needs.

Ensure that adequate supplies and equipment are on hand to meet the day-to- day operational needs of the facility and residents.

Budget and Planning Functions

Assist department directors in preparing an annual operating budget for approval by the Administrator.

Assist in the establishment and maintenance of an adequate accounting system that reflects the operating cost of the facility.

Review and interpret monthly financial statements and provide such information to the Administrator.

Review billings and report delinquencies to the Administrator.

Ensure that adequate financial records and cost reports are submitted to authorized government agencies as required by current regulations.

Keep abreast of economic conditions/situations and make adjustments as necessary to ensure the continued ability to provide quality care.

Report suspected or known incidence of fraud relative to false billings, cost reports, kickbacks, etc.

Resident Rights

Maintain the confidentiality of all resident care information including protected health information. Report known or suspected incidents of unauthorized disclosure of such information.

Knock before entering a resident’s room.

Ensure that the resident’s rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times.

Review resident complaints and grievances and make written reports of action taken to the Administrator. Discuss with resident and family as appropriate.

Assist in establishing and implementing a Resident/Group Council.

Ensure that residents receive appropriate notices before being discharged or before having their room or roommate changed.

Ensure that resident funds maintained by the facility are managed in accordance with the resident’s request and in accordance with current federal and state requirements.

Ensure that the facility’s policies and procedures governing advance directives are reviewed with the resident and/or representative prior to or upon admission.

Review billings and report delinquencies to the Administrator.

Ensure that adequate financial records and cost reports are submitted to authorized government agencies as required by current regulations.

Keep abreast of economic conditions/situations and make adjustments as necessary to ensure the continued ability to provide quality care.

Report suspected or known incidence of fraud relative to false billings, cost reports, kickbacks, etc.