Office Associate Jobs in Monroe, WI (NOW HIRING)

The Office Associate provides support to the Nursing Home Administrator and assists in all departments as needed. The position performs fiscal, secretarial, and administrative duties that relate to the business operations of the Nursing Home. The work may require independence of action or work in a team environment in the application of office guidelines to assigned tasks. This position is full-time, 40 hours per week and requires a weekly work schedule during normal business hours of operation with a weekend rotation. When working a full weekend (Saturday and Sunday) the position will have one (1) weekday off the week prior to and (1) weekday off the week following the weekend with the exact days determined by business needs.

Essential duties and responsibilities including the following: Perform front desk receptionist duties and maintain a professional demeanor representing Pleasant View Nursing Home. Support and assist the Nursing Home Administrator and all other departments when directed; including committees and Pleasant View's Foundation as needed. May serve as a liaison between departments, staff, committees and the community as needed.

• Assist in the preparation of any communication and coordination of meetings when necessary.
• Handle confidential and sensitive information in a professional manner.
• Sort and forward incoming faxes, emails and/or other important information immediately to necessary parties.
• Operate a multi-line telephone system that may include switchboard, extensions and wireless phones.
• Triage incoming calls and send calls to the appropriate staff or voice mail.
• Transcribe and/or type letters, memos, reports, minutes, confidential correspondence and related business materials as needed.
• Sort, index, and file records and materials from various departments.
• Compose routine replies to general inquiries and correspondence.
• Compile data and information to assist in the billing process if appropriate.
• Sort incoming and outgoing mail for the facility and residents. Assist with preparing and mailing packages for residents.
• Maintain business calendar and reservations for the use of Conference rooms, Community room, Club 48 and any other rooms in the facility that may be used. Detect any overlapping reservations and act quickly to resolve.
• Monitor the facility's areas of posted materials to ensure information is kept up-to-date.
• Monitor areas of the facility to ensure the environment is professional in appearance for residents, families and visitors.
• Other such duties and responsibilities as may be assigned from time to time by all departments.

Resident Rights

• Maintain the confidentiality of resident health care information in accordance with HIPAA regulations and facility policy.
• Uphold Resident Rights
• Reports allegations of resident abuse or neglect immediately to the Administrator. Safe guard the resident from harm.

Personnel Functions

• Understand and follow the Pleasant View and Green County Employee Handbooks.
• Follow facility guidelines and read updates, memos, and educational sessions.
• Fulfill work schedule by arriving to the work station at the start of the shift. Meet attendance standards.
• Communicate concerns, questions, frustrations and complaints to the supervisor in a timely and confidential manner. In the event that this communication is not resolved, communication of this will be presented to the Administrator.
• Develop and maintain a good working rapport with personnel within the business office department and other departments within the facility.
• Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the department and facility.
• Understand that performance and conduct reflect positive customer service to internal and external customers.
• Upholds the privacy and confidentiality of resident information at all times.
• Attend all mandatory in-services or completes the make-up session in a timely manner.
• Attend and participate in unit meetings, department meetings and other meetings as assigned.
• Use the facility computer for resident documentation only. Understand that the computer is facility property and is not to be used for personal use for any reason or method.
• Understand that job performance will be reviewed for a clear understanding of expectations.
• Understands that job performance that does not meet standards and guidelines may result in disciplinary action up to and including termination.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience

• High school diploma or general education degree (GED); six months related experience and/or training; or equivalent combination of education and experience.
• Working knowledge of computer hardware and software applications. Using programs such as Word Perfect and Excel Spreadsheets. {Excel is required by Federal Regulations).
• Ability to operate various office machines, including computers, printers, calculators, and copy machines.
• Have a basic understanding of caring for the elderly and special needs
• Have a basic understanding of Resident Rights
• Have a basic understanding of Abuse Prevention and Reporting
• Have a basic understanding of change of condition
• Have a basic understanding of accident prevention and safety
• Have a basic understanding of Fire Safety and Tornado Safety
• Have a basic understanding of dementia and approaches in caring for a person with dementia
• Have a basic understanding of what to do when a resident presents in a combative, aggressive or difficult manner.
• Have a basic understanding of infection Control Practice
• Pleasant View Nursing Home is a 24-hour facility which requires continuous care for residents, therefore employees must meet attendance standards by arriving to work on time, work all scheduled shifts and extra shifts that are agreed to work and have an overall excellent attendance record.

Certificates, Licenses, Registrations

• Valid driver's license.

Language Skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees and organization.

Mathematical Skills

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical demands

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to talk or hear. Ability to stoop, squat, bend, kneel, reach, twist, climb and balance approximately 1-33% and have hearing acuity, vision acuity far, vision acuity near, color vision and depth perception approximately 67-100% of the time working.
• Ability to use both right and left hands for repetitive actions such as grasping, grasping and turning, fine manipulation, speed work.
• The employee must occasionally life and/or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job

In regards to environment factors, work is under moderately safe and comfortable conditions with potential factors such as odors, smoke, potential violence, noise, disease.

Green County is an equal opportunity employer.