Administration-Office Clerk

Come Home To Aloha

Providing personalized skilled nursing, intermediate, long term, respite and hospice care in a warm, plantation-style atmosphere.

Summary Of Position

The Office Clerk performs routine clerical and administrative work in answering phones, providing customer service, and administrative support to the day-to-day operations of the Business Office. Assists in carrying out various human resource and office duties. Job functions are to be performed in accordance to Hale Ho Aloha's policies and procedures.

Essential Duties

• Answers central telephone system and directs calls accordingly. Receives visitors and responds to inquiries in person and/or by telephone from employees, residents, vendors and resident families. When necessary, direct inquiries to the appropriate person, supervisor or department.
• Prepares outgoing mail; sorts and distributes incoming mail. Duplicates and distributes materials upon request.
• Assists Director of Nursing in conducting facility tours, and administrative tasks as needed.
• Report urgent issues with staff schedules and call-offs to department managers. Promptly notify appropriate personnel on operational issues as they arise (i.e. – when shift cannot be filled, etc.).
• Sorts and reviews resume as needed and in a timely manner. Process applications in various stages, including preparation of interview materials, verifying employment and skills competencies, and conducting background screenings.
• Assists in new hire orientation by ensuring all requirements are completed accurately, signed, organized and filed including payroll forms, health forms, policy acknowledgment forms, background checks, in-service assignments.
• Assists and maintains personnel records. Records and updates data for each employee, such as emergency contact, change of address, health clearances, TB Clearance, background checks, in-service attendance records, and assessment due dates. Send reminders to staff to maintain compliance according to the respective guidelines. Files employee records; searches employee files and furnishes information to authorized persons.
• Updates and maintains employee phone directory. Facilitates timely distribution of employee documents as needed.
• Records, balances and deposits payments, donations, and employee payments into Accounting system.
• Reviews all invoices for appropriate documentation; reviews all accounts payable checks for proper endorsements; distributes signed checks as required; sets up and maintains account payable vendor files; files all invoices accurately.
• Prepares recruitment flyers, promotional items and presentation at nursing schools or job fairs.
• Maintains the values of Hale Ho Aloha, ensuring that the mission and vision of the Company are understood and accomplished with consistency.
• Assists Office Manager during open enrollment, prepares and organizes employee benefits application forms as needed.
• Updates applicant flow log, employee roster as needed.
• Maintains and orders office supply inventory when needed.
• Assists in performing administrative and clerical assignments.
• Performs other related duties as directed or required.

Requirements

• High school diploma or equivalent required.
• Strong oral and written communication skills required.
• Proficient in Microsoft Office with emphasis in Word and Excel required.
• Requires alertness and attention to detail.
• Associates degree in Business Administration or related field preferred.
• Prior HR administrative experience preferred.

We thank all applicants in advance for their interest in the position. However, only those selected for an interview will be contacted.