POSITION SUMMARY:
The Administrative Assistant is often the face and voice of ELC and requires a professional who is able to multi-task, handle competing priorities and maintain the confidentiality of sensitive information. The Administrative Assistant works independently to ensure the ELC corporate office is well-organized and runs efficiently. The Administrative Assistant supports the CEO as well as the executive team Administrative Assistant and is often the point of contact to assist or drive the coordination of high-priority activities. Additionally, he/she coordinates, processes, and publishes operational reports; renews licensing; and reviews and submits contracts for signature.
ESSENTIAL FUNCTIONS:
General Office
· Retrieves, opens, sorts, date stamps and distributes mail.
· Takes out-going mail, FEDEX packages and boxes to front daily.
· Empties, loads dishwasher, ensures common areas are clean, stocked and organized (i.e. Office supplies, kitchen supplies, FEDEX, vending machine).
· Maintains postage machine updates as needed (adding-deleting facilities, adding postage).
· Works with Dashcomm/Phillip Eddison to mitigate issues with office, painting, ceiling leaks, AC, etc.
· Answers corporate home office phones and takes messages as needed.
· Greets visitors when they arrive.
· Updates and maintains up-to-date organizational chart.
· Updates and maintains corporate phone list.
· Updates and publishes week Operations Schedule.
· Creates and publishes Daily Census Report.
· Assist with Bring Your Own Device forms.
· Prepare workspace and offices for new employees as needed including phone set-up, ordering name tag, scheduling cleaning for offices/work areas.
Executive Support
· Coordinates and supports the planning of on-site and off-site events and meetings, manages special projects and events, as needed.
· Books travel, creates a multi-city travel itinerary, taking into account time zones, travel delays, traffic, and fatigue levels.
· Takes, creates, and distributes meeting agendas and minutes as needed to support executive team. Publishes action items and requests updates as needed.
· Screens and routes phone calls. Arranges conference calls/web-based meetings.
Contracts (Review/Request updates w/vendor)
· Reviews/requests updates and prepares contracts for CEO’s signature. This includes requesting W-9 and OIG information.
· Obtains all Worker’s Compensation (WC) COI’s as needed for any vendor in the buildings and in preparation of annual audits.
License Renewals
· Processes all facility LTC license renewals.
· Coordinates and processes license and renewals for all applicable sites:
o Boiler license renewal (Ohio requirement).
o Oxygen tank license renewal (Ohio requirement).
o Food Permit License Renewals with Health Department.
o Salon license.
o Request CLIA updates as needed for the sites.
o Surety Bond renewals/updates as needed for sites.
o Renew business entities on the Ky. State Revenue website.
Insurance Renewal for GL/PL/WC/AUTO
· Completes all insurance renewal forms for all buildings that ELC owns or managers.
· Compiles information as requested from USI, Propel, and WC.
· Updates drivers for facilities as needed. Sends updates to USI/Propel/KY Farm Bureau once completed for approval and confirmation that employee has been added.
· Confirms that insurance has been added to new vehicles as needed for ELC and all facilities.
· Renews registrations on facility vehicles for the Louisville sites annually.
· Identifies vehicles that are ready for Goodwill donation and coordinates and finalizes donation.
Worker’s Compensation Policies
· Processes applications and responds to questions on policies being process for the Ohio buildings for WC and Spooner.
· Responds to F/U questions as the policies are being processed in place w/OH WC or Spooner
· Communicates to corporate employees regarding WC info updates as policies are processed.
Medicaid Revalidation
· Processes revalidation for Allis and Century Villa or as needed.
· Processes LTC OIG State of KY.
· Processes annual reports for the KY. buildings.
Survey Documentation· Maintains and saves all survey documents received by the facilities.
· Provides survey documents as needed for insurance payer agreements.
· Provides GCHMO with requested updated license/COIS/CLIA, etc. to process new insurance payer agreements and re-credentialing.
Benefits include, but not limited to: Medical Dental Vision 401K with match PTO Incentive Compensation Plans Many others #SMHP