Administrative Assistant/Accounts Payable/Accounts Receivable

St.
Joseph Residence is seeking a self-motivated and experienced Receptionist, Accounts Payable, Accounts Receivable person to support our Executive Director and Director Administrative Services.
The successful candidate will be a team player with a strong administrative background and have a positive attitude with a willingness to learn.
St.
Joseph Residence is a not-for-profit corporation founded by the Religious Hospitallers of Saint Joseph, owned and operated by Catholic Health International.
We are a continuing care campus offering an array of services and settings including independent apartments, CBRF, RCAC, and a skilled nursing facility.
Compassionate care is delivered in a faith-based environment, emphasizing independence, respect, and dignity.
*Primary Purpose of this Position* · Perform receptionist and clerical support in an efficient manner in accordance with established procedures.
· Share responsibilities and tasks with other administrative office personnel, including cross-functional training and task share responsibilities between accounts receivable, payroll, and human resource services.
· Provide administrative assistance to the Executive Director and Director of Administrative Services.
· Work cooperatively within the organization to fulfill the organization’s vision, mission, and focus.
*Responsibilities Include: * *Reception and Administrative Duties* · Manage receptionist desk, answer phone, greet and assist residents/visitors, receive and distribute incoming and outgoing mail, deliver mail between administrative departments, operate copier/office machines, etc.
· Assist Executive Director and managers in administrative tasks: typing, copying, scanning, assembling packets, mail resident billing and resident trust statements, assist with compliance audits.
· Assist in creating and distributing inter-facility communication, Facebook posts, email, webpage etc.
· Support the Executive Director in the performance of his/her day-to-day duties assisting with projects, correspondence, administrative tasks, scheduling appointments, filing, administrative rounds, edit and maintain tour and admission packets, policies, procedures, etc.
*Cash Responsibilities* · Accept and receipt incoming payments, distribute resident trust and petty cash, and keep accurate count of cash drawer according to facility procedures.
· Process and post daily charge slips to resident trust accounts.
· Post cash receipts to resident accounts as directed by the Accounts Receivable Manager.
*Accounts Payable Functions* · Assist in developing and maintaining policies and procedures that govern the accounts payable functions of the facility, including providing feedback and assisting in creating, implementing, and maintaining processes that aide in streamlining accounting functions, ensure appropriate division of duties and checks and balances to prevent fraud, theft, and inaccurate accounting practices.
· Maintain vendor profiles including W-9, 1099 information, and insurance information.
· Forward invoices to appropriate department personnel for approval of payment.
· Process invoices in accordance with the accounts payable procedures, including verifying invoices for discounts, appropriate GL and community allocation coding.
· Process invoice payments including electronic payments, checks, and credit card payment methods.
· Manage credit card process; collect receipts from managers, process invoices.
· Resolve outstanding AP aging balances, balance AP reports to GL, run month-end AP reports.
*Cross-Functionality* · Shared responsibilities with other administrative office personnel; to include cross-functional training between payroll, human resource services, and accounts receivable to maximize efficiency, sustainability, division of duties, and to accomplish the necessary tasks.
· Input data for administrative programs.
· Assist Payroll Clerk with administrative functions when necessary.
· Assist Accounts Receivable Manager with resident billing tasks.
· Assist with tracking of continuing education credits.
*Position: * Monday - Friday 8:30 a.
m.
– 4:30 p.
m.
37.
5 hours per week / 75 per pay period *Education & Experience* · A high school diploma or equivalent.
· Have at least one (1) year experience in a similar position, or successfully completed an administrative assistant, or other applicable program, from an accredited school/college.
*Working Conditions* · Works in office areas as well as throughout the facility and its premises.
· Moves intermittently during working hours.
· Is subject to frequent interruptions.
· Is subject to hostile and emotionally upset residents, family members, visitors, etc.
· May be directed to work off-shift hours in emergencies, or be called back during emergencies (e.
g.
, severe weather, evacuation, post-disaster, etc.
).
· Attend and participate in continuing education programs.
· Is subject to exposure to infectious waste, diseases, conditions, etc.
, including TB and the AIDS and Hepatitis B viruses.
Established procedures identify the appropriate personal protective equipment (PPE) that you should use when performing tasks that have risk of exposure.
· May be subject to the handling of and exposure to hazardous chemicals.
*Specific Requirements* · Must be able to read, write, and speak the English language in an understandable manner.
· Must be able to maintain utmost confidentiality and remove self from negative and gossip conversation.
· Must possess the ability to make independent decisions when circumstances warrant such action and to remain calm during stressful or emergency situations.
· Must possess the ability to deal tactfully with personnel, residents, family members, visitors and the general public.
· Must be knowledgeable of administrative practices, procedures and guidelines.
· Must possess a cheerful personality and be able to work harmoniously with other personnel.
· Must be able to follow written and oral instructions.
· Must be competent with word processing, email and spreadsheet applications (e.
g.
, Microsoft Office or equivalent), experience with Docusign, Canva, PDF editing, helpful.
*Physical and Sensory Requirements (with or without the aid of mechanical devices)* · Work is sedentary in nature requiring occasional moving of up to 25 lb.
maximum with occasional stooping, bending and reaching.
(i.
e.
for files, mail, reams of paper) · Ability to be able to move intermittently throughout the workday.
· Ability to remain stationary up to 5-8 hours per day · Ability to be mobile up to 1-4 hours per day · Ability to perform simple grasping, pushing and pulling (i.
e.
filing, file drawers) · Ability to perform fine manipulation (i.
e.
keyboard) · Ability to answer phones and communicate with visitors, residents, and coworkers in a professional manner · Ability to be mentally alert, neat appearance and dependable · Ability to cope with the mental and emotional stress of the position.
· Good visual acuity to view computer screen and paperwork · Good visual and hearing are required for effective verbal and written communication.
· Ability to push resident wheelchair.
· It may be necessary to assist in the evacuation of residents during emergencies.
Job Type: Full-time Pay: From $21.
00 per hour Expected hours: 37.
5 per week Benefits: * Dental insurance * Health insurance * Health savings account * Life insurance * Paid time off * Vision insurance Schedule: * Day shift * Monday to Friday Application Question(s): * Please list experience you have as an Administrative Assistant.
* Please list the experience you have as Accounts Payable/Receivable and system used.
* Please list experience with Microsoft programs including Word and Excel.
Experience: * Accounts Payable/Accounts Receivable: 1 year (Preferred) Ability to Relocate: * New London, WI 54961: Relocate before starting work (Required) Work Location: In person