Front Desk Administrative Assistant
Confidence Health Resources, Sparks, NV, United States
Front Desk Administrative Assistant
Reporting to the Administrator, the Front Desk Administrative Assistant will be responsible for leading CHR's Front Reception Desk, facilitating efficiency and clarity in CHR filing and organizational systems, supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process, and playing an active role in ensuring a safe and healthy work environment here at CHR.
This is a full time, hourly position.
Leading CHR's Front Reception Desk
Maintaining smooth operation of CHR's Front Desk is pivotal to supporting the work of CHR caregivers and leadership in encouraging and uplifting the individuals who are part of our SLA program. This includes:
Consistent performance of key clerical tasks such as faxing communications with SRC, Public Guardian's office, pharmacies and other relevant stakeholders as needed, emailing, copying, filing, updating trackers and project management tools, opening and closing the office building, greeting and assisting visitors in the office, signing for medicine deliveries, ensuring a clean, organized office environment that is inclusive and welcoming to everyone who walks in the door, creating and distributing memos when requested, maintaining up-to-date contact lists (doctors, programs, SRC, Public Guardians, etc)
Triaging calls on behalf of CHR Leadership from fellow colleagues, SRC Coordinators, Guardians, and Family members of individuals we serve support from CHR leadership on a variety of concerns, all to be handled with appropriate confidentiality and discretion
Facilitating the balancing of petty cash ledgers for every individual in the SLA program each week by distributing weekly grocery/personal needs/recreation funds in the form of written checks to individuals (or staff members on their behalf) as they are written each week, regularly updating a tracker of checks written out to each of individual, noting the check numbers, amounts, and the individual/staff member who picks them up, regularly updating petty cash forms to document money spent, keeping track of receipts as timely as possible in accordance with relevant State and regional requirements
Performing tasks as assigned to help facilitate the hiring process of new staff members including conducting reference checks, starting new employee files, coordinating with new hires the process of new employee paperwork and fingerprinting
Facilitating efficiency and clarity in CHR filing and organizational systems
Develop and consistently maintain a clear and intuitive filing system to organize information pertaining to the individuals we serve in accordance with requirements from relevant State and regional agencies
Ensure that all homes have copies of necessary forms (updating as needed) to document things such as progress trackers and medication administration records (MARs) to time sheets and sign in forms
Support CHR Administrative leadership in maintaining clear and intuitive systems to organize information pertaining to CHR employees, ensuring that we can proactively ensure employee file compliance and current staff training in accordance with requirements from relevant State and regional agencies
Ensure that all employee files are clearly ordered and contain all the required information and up-to-date training certificates as required by the State and regional agencies
Supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process
Support CHR Administrative Leadership in collecting, making copies of, and neatly collating the paperwork from each home to assist in timely processing of bimonthly payroll including tracking and record attendance completion of the Daily Work Log each day for houses as another source of checks & balances
Conducting thorough and regular preliminary audits of timesheets and sign in logs for all office and home care personnel to be reviewed by either the Administrator or the Associate Director of Administration
Conducting monthly preliminary comparison audits of monthly sign in sheets to payroll records to identify and standardize corrections made between payroll audits for accurate billing to relevant State and regional agencies. Audits will be reviewed by the Director of Professional Services prior to timely submission
Assist CHR Leadership in regularly updating the CHR Staffing Matrix to forecast future staffing needs
Playing an active role in ensuring a safe and healthy work environment here at CHR
Demonstrating values such as respect and dignity to the individuals and fellow coworkers.
Other duties as assigned within the scope of this position.
Skills and Experience
Minimum of a high school diploma or equivalent
Must be 18 years of age or older
Minimum 1-2 years experience in either administrative, front desk, customer service or a related field
Proficiency in Microsoft Office, Google Workspace/GDrive
Critical thinking, interpersonal and problem-solving skills
Demonstrated experience in maintaining organized workflows
Familiarity with CRMs preferred but not required
Familiarity with project management applications (e.g. Trello, Asana) preferred but not required
Intermediate budgeting, bookkeeping and planning skills Knowledge of associated computer software is a plus
Detail-oriented with a passion for making systems more efficient and intuitive
Ability to securely and responsibly handle confidential information
Physical Requirements
Ability to sit at a desk for prolonged periods
Work Environment
This is a full-time, in person position at the CHR office at 885 Tyler Way in Sparks, NV. Reliable transportation is required. Office hours are from 9am to 5pm PST.
Travel
There is minimal to no travel required for the position.
Compensation
The hourly wage for this position ranges from $15-17/hr and commensurate with experience. Benefits include:
75% employer paid health insurance*
50% employer paid dental insurance*
50% employer paid vision insurance*
Employer paid trainings and certification classes to maintain compliance with relevant State and regional agencies
Short term disability coverage
Gas allowance (for qualifying employees)
Ability to request up to 6 weeks of vacation a year (currently unpaid)
End of year Winter Bonus pay
*Employees eligible for insurance benefits 90 days after hire date.
Equal Opportunity Employer
Confidence Health Resources is an equal opportunity employer and a fierce advocate for equity in the workplace. We value diversity in all its forms and aim to create an inclusive culture. Confidence Health Resources encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, ancestry, national origin, marital status, disability, veteran status, hair texture, or other status protected by law.
Application Process
Qualified applicants will be invited to participate in a three step hiring process:
Screen interview (30-45 mins) to assess core requirements and interest in the position
Written Task Stage (roughly 60 mins) to evaluate key skills and experience
In-person Final Interview at our CHR Office (885 Tyler Way, Sparks, NV) (45-60 mins) to review application materials and answer remaining questions.
During each of the interview stages, applicants will have the opportunity to ask questions about Confidence Health Resources and our team as we work to ensure that best fit. We are excited to further discuss your application materials, work history, and interest in joining the CHR team!
If you are invited to the office for the final interview, please make sure to bring a list of three references (1 former/current coworker, 1 former/current supervisor, and 1 personal). These references will be contacted after the conclusion of the interview for all applicants who are chosen as finalists.
If you would like to request accommodations or have any questions about the interview process, please reach out to the Associate Director of Administration, Nnedi Stephens.
Reporting to the Administrator, the Front Desk Administrative Assistant will be responsible for leading CHR's Front Reception Desk, facilitating efficiency and clarity in CHR filing and organizational systems, supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process, and playing an active role in ensuring a safe and healthy work environment here at CHR.
This is a full time, hourly position.
Leading CHR's Front Reception Desk
Maintaining smooth operation of CHR's Front Desk is pivotal to supporting the work of CHR caregivers and leadership in encouraging and uplifting the individuals who are part of our SLA program. This includes:
Consistent performance of key clerical tasks such as faxing communications with SRC, Public Guardian's office, pharmacies and other relevant stakeholders as needed, emailing, copying, filing, updating trackers and project management tools, opening and closing the office building, greeting and assisting visitors in the office, signing for medicine deliveries, ensuring a clean, organized office environment that is inclusive and welcoming to everyone who walks in the door, creating and distributing memos when requested, maintaining up-to-date contact lists (doctors, programs, SRC, Public Guardians, etc)
Triaging calls on behalf of CHR Leadership from fellow colleagues, SRC Coordinators, Guardians, and Family members of individuals we serve support from CHR leadership on a variety of concerns, all to be handled with appropriate confidentiality and discretion
Facilitating the balancing of petty cash ledgers for every individual in the SLA program each week by distributing weekly grocery/personal needs/recreation funds in the form of written checks to individuals (or staff members on their behalf) as they are written each week, regularly updating a tracker of checks written out to each of individual, noting the check numbers, amounts, and the individual/staff member who picks them up, regularly updating petty cash forms to document money spent, keeping track of receipts as timely as possible in accordance with relevant State and regional requirements
Performing tasks as assigned to help facilitate the hiring process of new staff members including conducting reference checks, starting new employee files, coordinating with new hires the process of new employee paperwork and fingerprinting
Facilitating efficiency and clarity in CHR filing and organizational systems
Develop and consistently maintain a clear and intuitive filing system to organize information pertaining to the individuals we serve in accordance with requirements from relevant State and regional agencies
Ensure that all homes have copies of necessary forms (updating as needed) to document things such as progress trackers and medication administration records (MARs) to time sheets and sign in forms
Support CHR Administrative leadership in maintaining clear and intuitive systems to organize information pertaining to CHR employees, ensuring that we can proactively ensure employee file compliance and current staff training in accordance with requirements from relevant State and regional agencies
Ensure that all employee files are clearly ordered and contain all the required information and up-to-date training certificates as required by the State and regional agencies
Supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process
Support CHR Administrative Leadership in collecting, making copies of, and neatly collating the paperwork from each home to assist in timely processing of bimonthly payroll including tracking and record attendance completion of the Daily Work Log each day for houses as another source of checks & balances
Conducting thorough and regular preliminary audits of timesheets and sign in logs for all office and home care personnel to be reviewed by either the Administrator or the Associate Director of Administration
Conducting monthly preliminary comparison audits of monthly sign in sheets to payroll records to identify and standardize corrections made between payroll audits for accurate billing to relevant State and regional agencies. Audits will be reviewed by the Director of Professional Services prior to timely submission
Assist CHR Leadership in regularly updating the CHR Staffing Matrix to forecast future staffing needs
Playing an active role in ensuring a safe and healthy work environment here at CHR
Demonstrating values such as respect and dignity to the individuals and fellow coworkers.
Other duties as assigned within the scope of this position.
Skills and Experience
Minimum of a high school diploma or equivalent
Must be 18 years of age or older
Minimum 1-2 years experience in either administrative, front desk, customer service or a related field
Proficiency in Microsoft Office, Google Workspace/GDrive
Critical thinking, interpersonal and problem-solving skills
Demonstrated experience in maintaining organized workflows
Familiarity with CRMs preferred but not required
Familiarity with project management applications (e.g. Trello, Asana) preferred but not required
Intermediate budgeting, bookkeeping and planning skills Knowledge of associated computer software is a plus
Detail-oriented with a passion for making systems more efficient and intuitive
Ability to securely and responsibly handle confidential information
Physical Requirements
Ability to sit at a desk for prolonged periods
Work Environment
This is a full-time, in person position at the CHR office at 885 Tyler Way in Sparks, NV. Reliable transportation is required. Office hours are from 9am to 5pm PST.
Travel
There is minimal to no travel required for the position.
Compensation
The hourly wage for this position ranges from $15-17/hr and commensurate with experience. Benefits include:
75% employer paid health insurance*
50% employer paid dental insurance*
50% employer paid vision insurance*
Employer paid trainings and certification classes to maintain compliance with relevant State and regional agencies
Short term disability coverage
Gas allowance (for qualifying employees)
Ability to request up to 6 weeks of vacation a year (currently unpaid)
End of year Winter Bonus pay
*Employees eligible for insurance benefits 90 days after hire date.
Equal Opportunity Employer
Confidence Health Resources is an equal opportunity employer and a fierce advocate for equity in the workplace. We value diversity in all its forms and aim to create an inclusive culture. Confidence Health Resources encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, ancestry, national origin, marital status, disability, veteran status, hair texture, or other status protected by law.
Application Process
Qualified applicants will be invited to participate in a three step hiring process:
Screen interview (30-45 mins) to assess core requirements and interest in the position
Written Task Stage (roughly 60 mins) to evaluate key skills and experience
In-person Final Interview at our CHR Office (885 Tyler Way, Sparks, NV) (45-60 mins) to review application materials and answer remaining questions.
During each of the interview stages, applicants will have the opportunity to ask questions about Confidence Health Resources and our team as we work to ensure that best fit. We are excited to further discuss your application materials, work history, and interest in joining the CHR team!
If you are invited to the office for the final interview, please make sure to bring a list of three references (1 former/current coworker, 1 former/current supervisor, and 1 personal). These references will be contacted after the conclusion of the interview for all applicants who are chosen as finalists.
If you would like to request accommodations or have any questions about the interview process, please reach out to the Associate Director of Administration, Nnedi Stephens.