HR Administrative Assistant

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The Administrative Assistant provides essential support to the Team Services department, ensuring excellent service to residents, visitors, and team members. This role is responsible for a variety of administrative and clerical duties that contribute to the overall effectiveness of the department while upholding professionalism, confidentiality, and a customer service-oriented approach.

Responsibilities:

• Provide a warm and welcoming reception, greeting and directing residents, team members, vendors, and visitors professionally.
• Serve as the first point of contact for general inquiries, maintaining a foundational knowledge of policies, procedures, and department operations.
• Maintain and organize personnel records, ensuring timely and accurate filing of all team member documents.
• Assist with State surveys by gathering and presenting required documents for review.
• Conduct personnel file audits, ensuring compliance with internal policies and state regulations,
• Manage team member personnel file retention in accordance with company policies and legal requirements.
• Complete administrative tasks related to New Employee Orientation (NEO), including preparation of materials, greeting attendees, etc.
• Responsible for petty cash disbursements and reconciliation as needed, and preparation of daily deposits.
• Attain and maintain notary certification; provide notary services as requested for residents and team members.
• Sort, distribute, and manage incoming and outgoing mail for Life Center team members and departments.
• Perform general administrative tasks, including typing, proofreading, document preparation, data entry, and maintaining electronic and physical files.
• Assist with scheduling meetings, preparing agendas, and coordinating logistics for department events or training sessions.
• Support department projects and assist with various initiatives as needed.
• Safety is the basic responsibility of all team members. It is expected that you will use safe work practices, use all safeguards and safety equipment, and follow established safety rules, procedures, and policies.
• All other duties as assigned. Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Qualifications:

• High School diploma or GED required.
• Minimum of 1 year of experience as a receptionist, administrative assistant, or similar role preferred.
• Experience working in a senior living, healthcare, or human resources environment is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) preferred.
• Ability to type 50+ words per minute required.
• Strong interpersonal and communication skills, both verbal and written, required.
• Excellent organizational skills, time management, and attention to detail required.
• Must demonstrate professionalism, discretion, and the ability to handle sensitive information.
• Customer service-oriented with the ability to interact professionally with diverse groups, including residents, team members, and visitors.
• Ability to operate standard office equipment, including computers, copiers, and fax machines, required.
• Must present and relate favorably to the public and the senior living community.

Benefits (dependent on eligibility):

• Excellent Health, Dental and Vision plans
• Group Life Insurance - 100% company paid
• Pet Insurance
• Employee Assistance Program
• Generous Paid Time Off
• 403(b) Retirement Plan

Shift:

• Full-time, non-exempt
• Monday - Friday 8AM-4:30PM

We look forward to you joining the Menno Haven team!

mennohaven.org

"We will be an innovative organization that nurtures the human spirit, is passionate about service, and demonstrates God's love, one person at a time."

Menno Haven is an Equal Opportunity Employer. Menno Haven provides equal employment opportunities to all team members and applicants and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, disability status, pregnancy, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.