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Job Title: Administrative Assistant
Department: Human Resources
Reports to: Director of Human Resources
Director of Volunteer Services
Next Review Date: 03/2015
Job Description Details
Statement of Position/Position Summary
This position will be responsible for performing administrative support functions for the Director of Human Resources, the Director of Volunteer Services and other members of the leadership team. Perform general office support functions and assist area personnel as necessary.
Qualifications and Education requirements
  • High school graduate or equivalent.
  • 3+ years experience in an Administrative Assistant support role to leadership staff. Human Resource office experience preferred.
  • Demonstrated capability in maintaining strict confidentiality with employee information.
  • Knowledge of principles and practices of basic office management and organization.
  • Strong typing and computer application skills.
  • Computer proficiency and a working knowledge of Microsoft programs required.
  • Strong interpersonal and business partnering skills.
  • Good judgment and decision-making skills.
  • Must be well organized, accurate and attentive to detail.
  • Excellent communication, public relations and follow up skills.
  • Must able to work independently and have strong written and verbal communication skills.
  • Belief in the hospice concept.
Position Role and Responsibilities
  • Provides administrative support to the Director of Human Resources in the following ways:
  • Assumes responsibility for effectively recording, maintaining, and reporting human resource/volunteer information.
  • Oversees the human resource and volunteer databases. Ensures that system records are accurately recorded and cross-checked.
  • Responsible for assistance with employee benefit enrollment and follow up.
  • Completes monthly and year-end reports regarding terminations, transfers, and new hires.
  • Completes employment verification forms.
  • Assists in managing the recruitment and/or hiring process of employees or volunteers once the needs have been identified.
  • Acts as a liaison for the applicants/volunteers before, during and after the interview process to facilities all facets of the recruitment process, including employment offers, benefit information and other defined items as identified.
  • Receives and tracks employment/volunteer applications.
  • Collects applicant reference materials on final applicants/volunteers.
  • Assists with audits of monthly benefit statements compared to payroll deductions.
  • Responsible for workers’ compensation filing and monitoring.
  • Responsible for general correspondence.
  • Assumes responsibility for establishing and maintaining professional working relations with applicants, visitors, callers, and business professionals.
  • Receives and screens visitors and telephone calls.
  • Assists with questions and problems courteously and promptly.
  • Obtains and conveys information as needed.
  • Maintains and projects the professional reputation of Seasons Hospice.
  • Assists in orienting and training new employees/volunteers. (as requested)
  • Assist with phone/office coverage as needed.
  • Coordinates with related departments as required. Answers questions and provides assistance.
  • Keeps management appropriately informed of area activities and of any significant problems.
  • Attends and participates in meetings as required.
  • Computes and records payroll data as scheduled.
  • Tracks and resolves payroll errors. Completes payroll adjustments and corrections as necessary.
  • Ensures that payroll functions are performed in accordance with established policies and procedures.
  • Ensures that work area is clean, secure, and well maintained.
  • Type memos and letters as requested.
  • Performs miscellaneous clerical functions and special projects as assigned.
  • Assumes responsibility for establishing and maintaining effective communication, coordination, and working relations with staff and with management.
  • Assumes responsibility for the accurate and timely performance of payroll functions; in conjunction with the accounting staff and the DHR.
  • Assumes responsibility for related duties as required or assigned.
  • Provide general administrative support to other agency Directors.
Agency Expectations
  • Adhere to all Seasons Hospice policies and procedures.
  • Maintain absolute confidentiality of all information pertaining to patients, families, and staff and adhere to all HIPAA rules.
  • Display a positive and professional image and attitude in all relationships with patients, families, peers and in the community.
  • Serve as an ambassador for Seasons Hospice at all times.
  • Provide verbal and written performance evaluations for assigned staff members, including peer and self evaluation.
  • Demonstrate ongoing responsibility for self education.
  • Assume responsibility for the promotion of the hospice concept in the community and with other agencies and professionals.
  • Participate in the Quality Assessment Performance Improvement Program (QAPI), as requested.
  • Maintains patient and personal safety regarding occupational health and safety.
  • Participate in safety program, as requested:
  • Participate in employee job safety analysis to eliminate hazards and prevent accidents.
  • Cooperate to investigate employee injuries.
  • Promote and support safety awareness and implement safety operations.
  • Encourage staff to make suggestions on safety practices.
  • Participate in orientation of new employees.
  • Participate in volunteer orientations, training and education as requested.
  • Participate in orientation and supervision for students seeking experience in hospice care.
  • Attend regularly scheduled department meetings and agency meetings.
  • Perform other related duties as assigned.
ADA Requirements (essential functions)
Physical Requirements
Sitting 5 - 8 hours/day
Standing 1 - 5 hours/day
Walking 1 - 2 hours/day
Reaching 5 hours/day – 8 ft., higher or lower
Use of telephone 3 - 4 hours/day
Working under pressure 3 – 4 hours/day
Working rapidly for long periods 4 - 5 hours/day
Use of keyboard/computer, printer, fax, copier 4 – 5 hours/day
Position requires close work; finger dexterity; adequate hearing and vision (with or without correction).
May occasionally work longer than 8 hours/day.
Cognitive or Mental Requirements
The following cognitive or mental requirements are necessary on a daily basis:
  • Critical thinking
  • Reading
  • Writing
  • Mathematics
  • Drawing conclusions from written or computer generated materials
  • Analyzing data or report information
  • Creating methodologies for accomplishing a goal
  • Conducting research
  • Implementing recommendations by coordinating persons and/or other resources
  • Developing plans, procedures, goals, strategies, or processes
  • Directing activities of others to accomplish a goal
  • Clear verbal articulation
Working Environment
  • Indoors, at a desk for majority of the day
  • Additional Notes
This job description is only a summary and is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by the employee. This document is subject to change at any time.
Created by: Michelle Donahue – Director of Human Resources Date: February 2014
Approved by: Beverly Haynes – Executive Director Date: February 2014