The Secretary provides support to the immediate supervisor and department by organizing files, processing daily paperwork, and providing other forms of clerical support to ensure they successfully deliver on commitments and effectively execute operations in a timely and efficient manner.

Operations Support

• Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, small event planning and coordinating, and distributing documents and other mailings.

• Processes daily paperwork (i.e. work orders, reports, invoices, check requests, etc.), then reviews and follows-up regarding the status of the paperwork.

• Handles collection and distribution of mail and courier deliveries, then forwards and redirects when necessary. Updates resident mail card file/list for forwarding purposes, if applicable. Takes mail to post office as needed.

• May assist with coordination of departmental, board, and/or committee meetings, including scheduling, agenda development, preparing meeting materials and presentations, facilitating mailings, taking minutes, and set-up and clean-up.

• Helps with board, staff, resident, and/or patient events as requested.

• Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.

• Adheres to the records management system policy and procedures for the department and ensure departmental staff does the same.

• Operates within the standard practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Financial, Assets, and Materials Management

• Processes check requests and pays invoices and expenses.

• Collects forms from new vendors used to add them to the accounting system.

• Organizes and files invoices.

• Assigns purchase order (PO) numbers to PO requests and notifies staff of PO status. Makes PO adjustments as necessary and files appropriately, if applicable.

• Prepares resident charges and reviews for accuracy a file that is uploaded to the Corporate Accounts Receivable Department once a month, if supporting a life plan community.

• May assist the Corporate Accounts Receivable Department with resident communications regarding past due charges and account status at a life plan community.

Customer Relations and Service Delivery

• Interfaces with board members, life plan community and/or home health & hospice staff, residents, patients, and family members as an administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner.

• May fill in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors. Also, calmly handles all emergencies with resident alert alarms, fire alarms, etc.

All other duties as assigned.

Education

• High school diploma or equivalent required.

Experience

• One year experience in an administrative/clerical position preferred.

• Experience in general accounting practices preferred.

• Knowledge of office machines, equipment, and procedures required.

• Must be able to type a minimum of 50 words per minute.

• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet required.

Other Requirements

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

Ohio Living Mount Pleasant is Butler County’s premier retirement community offering long-term nursing care, memory care, short-term rehabilitation, outpatient therapy and assisted living. We also offer independent living apartments, ranch homes and condo-style Brownstone homes. Most importantly, we’re a company that:

• chooses to operate as a faith-based, not-for-profit organization

• makes its mission the heart of our organization by consistently exceeding the needs and expectations of those we serve

• provides an engaging, recognition centered, team-oriented workplace dedicated to career, family and faith

Why work at Ohio Living Mount Pleasant?

Our residents and employees have access to the fitness center, nature trails and Arboretum, which has more than 100 species of trees throughout our 110-acre campus. Depending on an employee’s status, they may benefit from:

• competitive wages

• affordable medical, dental, and vision insurance

• 403b retirement savings

• paid time off including your birthday

• training, continuing education, and education assistance

• pay advances up to $500

• free meals/meal allowance

• the latest technology

• unlimited career opportunities

• and much more!

Who is Ohio Living?

Headquartered in Columbus, Ohio Living is one of the nation’s largest not-for-profit, multi-site senior living organizations. Since its founding in 1922, Ohio Living has defined the highest standards of quality of life for adults in 50 Ohio counties.

Our mission is to provide adults with caring and quality services toward the enhancement of physical, mental and spiritual well-being consistent with the Christian Gospel.

Our Values:

Care • Integrity • Customer Service • Innovation

Financial Stewardship • Leadership • Inclusion

Requisition ID: 2023-18992

Weekly Scheduled Hours: 37.50

Shift: Days

Work Schedule: 7:15am - 3:15pm

Street: 225 Britton Lane