Office Assistant

Job Summary:

The Office Assistant is responsible for office duties including, but not limited to processing invoices for PACE of the Triad’s daily operations and expenditures in an accurate and timely manner. Responsibilities also include recruitment and selection tasks, marketing clerical duties and other HR clerical duties as assigned.

Specifications: 

Education and Special Training:  High School Diploma or equivalent; Preferred Associate’s degree or equivalent experience.

Experience:  Minimum of one to two years of job related experience in accounts payable and receivables and/or HR experience.

Knowledge, Skills, and Abilities:

  • Capability to manage confidential and proprietary information.
  • Very specific attention to detail, with excellent organizational and time management skills.
  • Computer skills to include Email, Microsoft Word and Excel required.
  • Excellent written and verbal communication skills.
  • Determine decision-making criteria based on priorities.
  • Able to positively engage and influence others.

With or without reasonable accommodations must have the ability to: Able to read, write and speak English; Ability to clearly see billing statements and various documents; Ability to perform repetitive hand/wrist movements; Requires sitting and standing associated with a normal office environment; Manual dexterity needed for using a calculator and computer keyboard; Responsibilities, skills and working conditions may change as needs evolve.

Essential Duties:

  • Process invoices in a timely and accurate manner to ensure accurate payment.
  • For homecare vendors, process invoices by matching to actual approved billable hours.
  • For transportation vendors, process invoices by matching to actual scheduled transports.
  • Triage invoices on a daily basis and audit for information needed to complete processing.
  • Resolve invoicing problems by working with the Business Office Coordinator to expedite payment of invoices.
  • Review vendor statements in conjunction with the accrued receipts report for accuracy of outstanding invoices and/or receipt reconciliation.
  • Work closely with vendors, accountants and key staff from the organization to provide continuous customer service support.
  • Maintains confidentiality of information.
  • Maintains safe and clean working environment by complying with procedures, rules, and regulations; adhering to infection-control policies and protocols.
  • Complies with all company safety and risk management policies and procedures.
  • Attends required training programs (classroom and virtual), to include computer training.
  • Analyzes situations requiring a response and initiates appropriate action.
  • Reports all accidents and injuries in a timely manner.
  • Works well independently and takes charge of areas of responsibilities, as well as additional work functions and duties that may be assigned.
  • Uses appropriate recruitment strategies with each open position and is responsible for marketing PACE as an employer of choice providing comprehensive care services to enhance the life and autonomy of older adults.
  • Establishes a hiring plan to ensure that the agency has consistent and lawful hiring practices.
  • Participates in employment interviews when deemed appropriate and when specifically requested.
  • Ensures that reference checks on potential employees are sufficient.
  • Prepares employment offer letters for new employees.
  • Conducts required background checks and verifies all pre-employment requirements are completed.
  • Conducts exit interviews and effectively conveys information to the Site Director.
  • Actively participates in the Safety committee, assists with procedures and record keeping and effectively communicates workplace safety issues.
  • Oversees Workers Compensation administration.
  • Coordinates safety training programs.
  • Ensures the Exposure Control plan is complete and up to date.
  • Assists Community Engagement and Marketing Director with tasks as assigned.
  • Attends monthly staff meetings.
  • Other duties as assigned.

 Environmental Factors: Office environment.