ADMINISTRATIVE ASSISTANT

JOB DESCRIPTION

Salary: $17.50 - $21.24 an hour -  Full-time

Supervisor: Administrator

 

Purpose of Your Job Position:

 

The primary purpose of your job position is to direct all financial affairs of the facility using generally accepted accounting principles, including accounting, payroll, business office, purchasing, billing and reimbursement, credit and collections, and other financial matters as directed by the Administrator.

 

Delegation of Authority:

 

As the Director of Finance, 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 are 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.

 

Duties and Responsibilities

 

Administrative Functions:

 

  • Plan, develop, organize, implement, evaluate, and direct the financial affairs of the facility under the direction of the Administrator.

  • Supervise and direct the activities of the accounting department using generally accepted accounting principle.

  • Establish and maintain financial objectives and policies and the corresponding written policies and procedures.

  • Review the facility’s financial objectives, policies, and procedures periodically, at least annually, and make recommendation to the Administrator.

  • Develop and maintain written job descriptions for accounting personnel in accordance with the American with Disabilities Act, OSHA, and other pertinent laws and regulations.

  • Develop and produce monthly and year-end financial statements, annual budgets, and cash flow.  Present these to the Administrator and assist that office in interpreting and utilizing the financial data.

  • Maintain a working relationship with all department directors and procedures to employees, residents, family members, visitors, government agencies, etc., as necessary.

  • Attend meetings of the governing board of directors as required by the Administrator.

  • Review entries in all ledgers periodically, to ensure accuracy and compliance with generally accepted accounting principles and any relevant regulations.

  • Ensure that resident admission contracts are signed and appropriately filed.

  • Review and develop a plan of correction for any accounting deficiencies noted during survey inspections and provide a written copy of such plan to the Administrator.

  • Delegate such financial authority, responsibility, and accountability to others as is necessary to complete all functions of the position listed in this job description and any others that are necessary or directed by the Administrator.

 

Committee Functions

 

  • Provide written/oral reports of that committee to the Administrator as directed or as you consider necessary.

  • Serve on various committees of the facility as required, and provide written reports of financial agenda items as directed by the Administrator.

 

Financial Functions

 

  • Established and maintain an accounting system that accurately reflects the facility’s income, operating costs, and financial condition.

  • Assist the Administrator in the preparation of an annual operating budget.

  • Assist in preparing financial records and cost reports for submission to authorized government agencies as required by current regulations.

  • Prepare all requested financial budgets and forecasts/projections.

  • Prepare accurate and timely cash flow projections.

  • Prepare and present recommendations based on financial data.

  • Advise on adjustments due to changes in tax or other depreciation.

  • Make recommendations for investment or placement of capital as appropriate.

  • Assist Administrator in financial negotiations with outside entities such as lenders, purchasers, suppliers, etc.

  • Establish and maintain accounts receivable reporting.  Report delinquent accounts to the Administrator.

  • Establish payroll accounting methods, including special accounting functions required by any employee benefit or retirement plans, insurance accounting required by federal Family and Medical Leave Act, et.

 

Personnel Functions

 

  • Assist in the recruitment and selection of competent accounting personnel and financial consultants.

  • Review the performance and accuracy of accounting personnel and make any necessary adjustments, including counseling, discipline, or termination.  Document all review activities.

 

Staff Development

 

  • Assist department directors in planning and conducting in-service training to instruct facility personnel in financial matters such as the economical use of supplies, saving money by proper use and maintenance of equipment, recycling, and other methods to avoid waste.

 

  • Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and bloodborne pathogens standard.

 

Safety and Sanitation

 

  • Follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.

  • 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.

 

Budget and Planning Functions

 

  • Serve on the Budget Committee of the facility.  Provide written/oral reports of that committee to the Administrator as directed or as you consider necessary.

  • Prepare the annual operating budget for approval by the Administrator and allocate the resources to carry out programs and activities of the facility.

  • Assist all department heads in the review and planning of their department’s annual or periodic budgets.

 

Resident Rights

 

  • Maintain confidentiality of all resident information.

  • Knock before entering a resident’s room.

  • Develop, implement, and maintain accounting procedures for safeguarding residents funds when a resident requests in writing that the facility do so.

  • Keep resident amounts in excess of $50.00 in interest bearing accounts kept separate from facility accounts.

  • Provide residents with quarterly reports of any funds held in their behalf in a clean and understandable format.

  • Provide residents with any financial notices required by state or federal laws and regulations (i.e., Medicaid/SSI notice).

  • Convey all of a resident’s funds and a final accounting of the funds, upon the death of a resident, to the administrator of the resident’s estate within 30 days of the resident’s death.

  • Arrange for any surety bonds or other financial instruments that are required by laws, regulations or the procedures of the facility.

  • Assist, when requested by the Administrator, in advising residents on financial matters that will promote their highest well being (i.e., information on pensions, trusts, Medicare/Medicaid eligibility, etc.).

 

Working Conditions

 

  • Works in office areas as well as throughout the facility.

  • Moves intermittently during working hours.

  • Is subject to frequent interruptions.

  • Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all conditions/circumstance.

  • Is subject to hostile and emotionally upset residents, family members, personnel, visitors, etc.,

  • Works beyond normal working hours and on weekends and holidays when necessary.

  • Is subject to callback during emergency conditions (i.e. severe weather, evacuation, post-disaster, etc.).

  • Attends and participates in continuing educational programs.

  • Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants,

  • Is subject to exposure to the handling of and exposure to hazardous chemicals.

  • Communicates with the medical staff, nursing personnel, and other department supervisors.

 

 

Education Requirements

 

  • Must have a Bachelor’s Degree in Accounting or in Business Administration with a major in Accounting from an accredited college or university.

 

Experience

 

  • Must have a minimum of 2 (two) years accounting experience in health care financial administration.

 

Specific Requirements

 

  • Must be able to read, write, speak and understand the English language.

  • Must possess the ability to make independent decisions when circumstances warrant such action.

  • Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.

  • Must have advanced training in hospital or long-term care administration.

  • Must be knowledgeable of accounting principles, laws, and regulations, and guidelines pertaining to long-term care administration.

  • Must possess the ability to work harmoniously with and supervise other personnel.

  • Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures etc., that are necessary for providing sound accounting techniques.

  • Must be thoroughly familiar with the laws, regulations, and guideline governing personnel administration.

  • Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents, staff and visitors based on whatever maturity level at which they are currently functioning.

  • Must possess the ability to seek out new methods and principles and be willing to handle residents, staff, and visitors based on whatever maturity at which they are currently functioning.

  • Must possess the ability examine and verify financial documents and reports.

  • Must be knowledgeable in auditing principles and practices.

  • Must have the ability to train, supervise, and evaluate the performance of subordinates.

  • Must have working knowledge of all accounting principles, relevant banking procedures, cash management, federal taxation, economic trends, fiscal administration, and employee benefit programs.

  • Must not pose a direct threat to the health or safety of other individuals in the workplace.

 

Physical and Sensory Requirements

(With or Without the Aid of Mechanical Devices)

 

  • Must be able to move intermittently throughout the workday.

  • Must be able to read, write and speak the English language in an understandable manner.

  • Must be able to cope with the mental and emotional stress of the position.

  • Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.

  • Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.

  • Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.

  • Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.

  • Must be able to push, pull, move, and/or lift a minimum of 50 (fifty) pounds to a maximum height of 3 (three) feet and be able to push, pull, move, and/or carry such weight a minimum distance of 10 feet.

  • May be necessary to assist in the evacuation of residents during emergency situation.

FULL TIME BENEFITS

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