Business Office Administrative Assistant

Buckner Retirement Houston, TX

BASIC FUNCTION:

Maintain accounts receivable, accounts payable and petty cash. Provide backup for Medicare accounts receivable. Assist Director of Administrative Services with general office duties. Provide administrative assistance to Executive Director, Administrator and Director of Administrative Services.

RESPONSIBILITIES/TASKS:

NOTE: Some descriptions may have more specific duties and/or goals and objectives attached to this form. Such attachments normally reflect unique aspects of specific locations, shifts, departments, etc.

* Accurately prepare and mail monthly resident statements.

* Ensure timely and courteous follow through on all resident, family members and team member request and questions.

* Provide assistance in the preparation of Medicare and Medicare co-insurance claims.

* Accurately maintain Resident Trust Fund accounts in accordance with established policies and procedures.

* Post payments and maintain resident financial files and accounts receivable files.

* Timely and accurately prepare and verify daily deposits.

* Timely and accurately prepare or complete all resident census changes to billing system.

* Timely and accurately post charges to resident accounts in the billing system.

* Verify accuracy of entries to billing system.

* Accurately prepare vouchers and batch headers for accounts payable.

* Accurately enter accounts payable invoices and regional checks into computer system.

* Verify vouchers submitted by other personnel.

* Verify accuracy of check requests and prepare regional checks.

* Timely and accurately maintain regional check log.

* Audit vendor statements monthly.

* Accurately maintain petty cash funds and records for the Business Office, Activity Department and the Resident Trust Fund.

* Maintain accurate files for accounts payable and regional checks using established record retention system.

* Create timely and accurate documentation; accurately prepare and proofread letters, memos, spreadsheets and other correspondence as required

* Timely and accurately prepare expense reports for Executive Director and Administrator.

* Perform administrative duties for Executive Director and Director of Administrative Services.

* Serve as Relief Receptionist as required.

* Open and process mail daily.

* Answer phones, take messages and promptly respond to requests for information.

* Maintain compliance with all Buckner policies, procedures and requirements. Maintain compliance with all state and federal laws and regulatory requirements.

* Work successfully as part of a team and responsible for developing then maintaining strong working relationships with co-workers.

* Attend and participate in staff meetings and training as required.

* Perform general office tasks as required.

* Perform special assignments, projects, and other duties as required.

POSITION EXPERIENCE and ABILITIES:

NOTE: These requirements represent minimum levels in order to perform the job on a satisfactory basis. Candidates must have the ability to satisfactorily perform the essential functions of the job.

* Requires understanding and ability to use simple arithmetic and grammar with accuracy. High School Diploma (or G.E.D.) required. Minimum 2 years prior related experience in providing administrative support with bookkeeping responsibilities preferred.

* Requires intermediate level experience with Microsoft products such as Microsoft Office, Excel and PowerPoint.

* Requires basic understanding of bookkeeping principles

* Requires proficient ability to speak, read and write English.

* Requires ability to speak clearly and make self understood effectively in face to face interactions; articulate with accuracy to speak on the phone.

* Requires ability to hear and receive verbal instructions, answer phones, communicate with people in situations with some background noise.

* Requires ability to understand and carry out detailed oral and written instructions.

* Requires ability to work under close supervision and exercise excellent professional judgment.

* Requires ability to maintain confidentiality.

* Requires fine attention to detail and ability to maintain a routine; organizational skills required.

* Requires ability to establish and maintain effective working relationships with the public, co-workers, and employees from other facilities. Interpersonal skills and ability to communicate effectively both orally and in writing are required.

* Must exhibit and maintain professional work habits, punctuality, grooming, dress, manner, language and positive attitude and demeanor in interactions with residents, families, co-workers, and the community-at-large.

* Proficient working knowledge and ability to accurately and timely operate and perform computer related tasks with specific equipment and software applications required; ability to use other office machinery including telephone, typewriter, copy machine, fax machine, postage machine, and adding machine.

* Requires professional commitment to Christian principles and teachings so as to perform tasks and responsibilities in alignment with Buckner's mission, vision, and values.

* Requires ability to drive assigned vehicle(s) or personal vehicle, with appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under Buckner's insurance policy. Must be age 21 or older to drive on behalf of Buckner.

* Requires ability to use up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force continuously to move objects and/or people.

* Requires ability to walk, stand and sit, sometimes for prolonged periods of time.

* Requires sufficient good health to properly discharge duties. Employees shall not be permitted to work who have infectious disease or skin lesion for the duration of the communicability.