Administrative Assistant

Job Description

Job Description

Description:

Join a Team That Feels Like Family!

At Heritage Springs Memory Care, we believe senior living should feel like home; warm, engaging, and full of life. Our community is dedicated to providing compassionate, personalized care in a supportive and uplifting environment where residents thrive and team members feel valued.

What We Offer

• Competitive Salary
• Comprehensive Medical, Dental & Vision Benefits
• Employer-Paid Life Insurance for Full-Time Employees
• 401(k) Retirement Plan
• Generous PTO & Paid Holidays
• Meaningful Work Serving Seniors and Families

Summary of Responsibilities:  

The Administrative Assistant provides administrative, clerical, and operational support to ensure efficient daily operations within the community. Depending on the size, structure, and operational needs of the location, this role may provide front office support and general administrative assistance to community leadership and operations. 

Responsibilities may include visitor support, scheduling, payroll preparation, personnel file maintenance, onboarding coordination, training and compliance tracking, resident census or tracking support, and general clerical assistance for the Executive Director (ED), Regional Director of Operations (RDO), or other leadership team members. 

In communities with secured memory care services, this position may assist with visitor monitoring, secured entry procedures, and safety-related protocols in accordance with company policy and applicable regulations. 

This role may also assist with special projects, audits, reporting, first-day onboarding paperwork, employee record tracking, and other operational or administrative duties as assigned. 

Essential Functions/ Duties:  

Essential duties may include, but are not limited to: 

Administrative Operations (Primary Duties):

• Provide administrative and front office support based on community operations and staffing structure  
• Answer and direct incoming calls and assist residents, families, vendors, applicants, and guests in a professional manner  
• Assist with visitor management and building access procedures in accordance with community safety protocols and secured memory care requirements where applicable  
• Observe and report unusual activity, safety concerns, or potential elopement risks as appropriate  
• Coordinate scheduling, calendars, meetings, and community communications  
• Maintain office supply inventory and coordinate ordering of administrative materials  
• Assist with payroll preparation, including timecard collection, review for accuracy, and submission; coordinate with supervisors to resolve discrepancies  
• Respond to resident and family billing inquiries and coordinate with appropriate departments as needed  
• Maintain accurate and compliant personnel, resident, and administrative files to support audit readiness and regulatory compliance  
• Assist with resident census tracking, move-in/move-out documentation, and other clerical operational tracking as assigned  
• Support preparation of reports, census data, compliance documentation, and materials for audits or regulatory reviews  
• Assist with first-day onboarding paperwork and administrative onboarding coordination for new hires  
• Track employee education, certifications, licensure, required acknowledgements, and training compliance as directed  
• Enter and update employee or operational information within HRIS, payroll, scheduling, or other company systems  
• Manage incoming and outgoing mail, packages, and deliveries  
• Assist leadership with correspondence, clerical work, reporting, special projects, and operational initiatives as assigned by the ED, RDO, or corporate leadership  
• Assist during emergency situations by following established safety and emergency procedures  
• Promote a positive resident, employee, and family experience through professional, respectful, and compassionate interactions  
• Maintain confidentiality of all resident, employee, applicant, and company information  

HR / Administrative Support Functions (Occasional):  

• Provide administrative support to HR, recruiting, payroll, or operational functions as needed  
• Assist with onboarding documentation, applicant paperwork, and personnel file organization  
• Support interview scheduling, applicant tracking, and other recruiting coordination activities as requested  
• Conduct initial phone screens for candidates when directed  
• Assist with tracking employee evaluations, corrective action acknowledgements, benefit forms, and other employment-related documentation 

Position Type/ Expected Hours of Work:  

• Full-time or part-time position based on community needs 
• Typical hours are Monday through Friday with occasional evenings, weekends and holidays as required 

Required Skills/ Abilities:  

• Strong organizational and time management skills with attention to detail 
• Ability to manage multiple priorities in a fast-paced environment 
• Excellent interpersonal, communication, and customer service skills 
• Proficiency in Microsoft Office (Word, Excel, Outlook) and HRIS/payroll systems such as Paylocity 
• Ability to maintain confidentiality and handle sensitive information appropriately 
• Strong problem-solving skills and ability to work independently 

Education and Experience Requirements:  

• High school diploma or equivalent. (Required) 
• 1–3 years of administrative, receptionist, or office support experience (Preferred) Experience in healthcare, senior living, or human resources support (Preferred) 

Work Authorization/ Clearances:

• Criminal History Clearances 
• FBI fingerprint clearance (if required) 
• Pre-employment drug screening (if applicable) 
• Proof of eligibility to work in the United States 

Physical Requirements and Physical Demands:

• Prolonged periods of sitting, standing, and working at a computer 
• Frequent use of hands for typing, filing, and handling documents 
• Ability to lift up to 20 pounds occasionally (files, supplies) 
• Ability to walk throughout the community as needed