Administrative Assistant

Location: Topeka, Kansas
Date Posted: 03-09-2018
Company: Florence Crittenton
Position: Administrative Assistant
Classification: Full-Time, Non-Exempt

Primary Accountabilities:
The Administrative Assistant works closely with the Business Manager and other administrative staff. This position is responsible for managing the front office, answering the multi-line phones, and for creating a positive first impression of the agency. This position also meets deadlines with weekly and timely billing procedures.

Major Duties:
  • Supervises and oversees front desk.
  • Assists in a variety of administrative matters, including answering and responding to telephone calls, maintaining calendars, checking faxes, and preparing mailings.
  • Keeps calendar of client appointments and greets clients as they arrive for appointments.
  • Acts as liaison to the billing agent; prepares billing reports, reconciles statements, tracks receivables, and resolves denials.
  • Enters billing information into Quickbooks.
  • Prepares census reports for the PRTF Cost Report and other business functions.
  • Maintains all closed resident files and information.
  • Provides back-up support to other administrative staff as requested.
  • Works closely with insurance companies for billing and credentialing purposes.
  • Performs additional duties as assigned.

  • High school diploma or GED required.
  • Strong computer and word processing skills, in particular Word, Excel, PowerPoint and Access.
  • Accounting experience.
  • Experience with QuickBooks, and billing.
  • Knowledge of modern office procedures and practices, including, but not limited to, electronic mail and calendar, filing, indexing and cross-referencing methods and common use of office materials and machines.
  • Ability to work both independently and in a team environment.
  • Ability to communicate effectively, both orally and in writing with staff, clients, families, prospects and the public.
  • Ability to work efficiently with attention to details and quality of work produced.
  • Ability to exercise good judgment in setting priorities and organization of work load.
  • Willingness to lead, take charge and offer opinions and direction.
  • Ability to analyze information and use logic to address work-related issues and problems.
  • Demonstrated poise, tact and diplomacy with the ability to handle sensitive and confidential information and situations.
  • Valid driver’s license with acceptable driving record required.

Physical Demands:
  • Ability to lift and move up to thirty (30) pounds.
  • Ability to sit and/or stand for extended periods of time.
  • Ability to read computer screens and mail, talk on the phone.

Work Environment:
  • Professional and deadline-oriented environment in an office setting.
  • Interaction with staff and clients.
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