Front Desk Administrative Assistant

About Confidence

We at Confidence believe that giving the people we serve the best care they deserve is our number one objective. By creating spaces where our employees feel accepted and valued members of the mission, we work hard to ensure CHR is an atmosphere centering acceptance that allows employees to do their best job in supporting the people we serve people of varying abilities and support needs can come in and get required wrap around services in a way that’s financially accessible to them.

Started in 2004, Confidence Health Resources consistently strives to be a hub where Nevadans with disabilities are supported in meeting their health care needs. We aim to be the number one in this industry when it comes to person centered care by choosing the right professionals and encouraging them within a culture that embodies respect, confidence, quality care and dignity for every member of staff and every individual we serve.

About the Position

Reporting to the Administrator, the Front Desk Administrative Assistant will be responsible for leading CHR’s Front Reception Desk, facilitating efficiency and clarity in CHR filing and organizational systems, supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process, and playing an active role in ensuring a safe and healthy work environment here at CHR.

This is a full time, hourly position.

Responsibilities

Leading CHR’s Front Reception Desk

Maintaining smooth operation of CHR’s Front Desk is pivotal to supporting the work of CHR caregivers and leadership in encouraging and uplifting the individuals who are part of our SLA program. This includes:

• Consistent performance of key clerical tasks such as
  • Faxing communications with SRC, Public Guardian's office, pharmacies and other relevant stakeholders as needed
  • Emailing
  • Copying
  • Filing
  • Updating trackers and project management tools
  • Opening and closing the office building
  • Greeting and assisting visitors in the office
  • Signing for medicine deliveries
  • Ensuring a clean, organized office environment that is inclusive and welcoming to everyone who walks in the door
  • Creating and distributing memos when requested
  • Maintain up-to-date contact lists (doctors, programs, SRC, Public Guardians, etc)
• Triaging calls on behalf of CHR Leadership from fellow colleagues, SRC Coordinators, Guardians, and Family members of individuals we serve support from CHR leadership on a variety of concerns, all to be handled with appropriate confidentiality and discretion
• Facilitate the balancing of petty cash ledgers for every individual in the SLA program each week by
  • Distributing weekly grocery/personal needs/recreation funds in the form of written checks to individuals (or staff members on their behalf) as they are written each week
  • Regularly updating a tracker of checks written out to each of individual, noting the check numbers, amounts, and the individual/staff member who picks them up
  • Regularly updating petty cash forms to document money spent, keeping track of receipts as timely as possible in accordance with relevant State and regional requirements
• Performing tasks as assigned to help facilitate the hiring process of new staff members including
  • Conducting reference checks
  • Starting new employee files
  • Coordinating with new hires the process of new employee paperwork and fingerprinting

Facilitating efficiency and clarity in CHR filing and organizational systems

• Develop and consistently maintain a clear and intuitive filing system to organize information pertaining to the individuals we serve in accordance with requirements from relevant State and regional agencies
• Ensure that all homes have copies of necessary forms (updating as needed) to document things such as progress trackers and medication administration records (MARs) to time sheets and sign in forms
• Support CHR Administrative leadership in maintaining clear and intuitive systems to organize information pertaining to CHR employees, ensuring that we can proactively ensure employee file compliance and current staff training in accordance with requirements from relevant State and regional agencies
• Ensure that all employee files are clearly ordered and contain all the required information and up-to-date training certificates as required by the State and regional agencies

Supporting staffing schedule maintenance and time sheet/sign in log audits as part of the bi-monthly CHR Payroll process

• Supporting the timely payroll and billing operations of Confidence which includes…
  • Support CHR Administrative Leadership in collecting, making copies of, and neatly collating the paperwork from each home to assist in timely processing of bimonthly payroll including tracking and record attendance completion of the Daily Work Log each day for houses as another source of checks & balances
  • Conducting thorough and regular preliminary audits of timesheets and sign in logs for all office and home care personnel to be reviewed by either the Administrator or the Associate Director of Administration
  • Conducting monthly preliminary comparison audits of monthly sign in sheets to payroll records to identify and standardize corrections made between payroll audits for accurate billing to relevant State and regional agencies. Audits will be reviewed by the Director of Professional Services prior to timely submission
• Assist CHR Leadership in regularly updating the CHR Staffing Matrix to forecast future staffing needs

Playing an active role in ensuring a safe and healthy work environment here at CHR

• Demonstrating values such as respect and dignity to the individuals and fellow coworkers.
• Other duties as assigned within the scope of this position.

Skills and Experience

• Minimum of a high school diploma or equivalent
• Must be 18 years of age or older
• Minimum 1-2 years experience in either administrative, front desk, customer service or a related field
• Proficiency in Microsoft Office, Google Workspace/GDrive
• Critical thinking, interpersonal and problem-solving skills
• Demonstrated experience in maintaining organized workflows
• Familiarity with CRMs preferred but not required
• Familiarity with project management applications (e.g. Trello, Asana) preferred but not required
• Intermediate budgeting, bookkeeping and planning skills
  • Knowledge of associated computer software is a plus
• Detail-oriented with a passion for making systems more efficient and intuitive
• Ability to securely and responsibly handle confidential information

Physical Requirements

• Ability to sit at a desk for prolonged periods

Work Environment

This is a full-time, in person position at the CHR office at 885 Tyler Way in Sparks, NV. Reliable transportation is required. Office hours are from 9am to 5pm PST.

Travel

There is minimal to no travel required for the position.

Compensation

The hourly wage for this position ranges from $15-17/hr and commensurate with experience. Benefits include:

• 75% employer paid health insurance*
• 50% employer paid dental insurance*
• 50% employer paid vision insurance*
• Employer paid trainings and certification classes to maintain compliance with relevant State and regional agencies
• Short term disability coverage
• Gas allowance (for qualifying employees)
• Ability to request up to 6 weeks of vacation a year (currently unpaid)
• End of year Winter Bonus pay

*Employees eligible for insurance benefits 90 days after hire date.

Equal Opportunity Employer

Confidence Health Resources is an equal opportunity employer and a fierce advocate for equity in the workplace. We value diversity in all its forms and aim to create an inclusive culture. Confidence Health Resources encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, ancestry, national origin, marital status, disability, veteran status, hair texture, or other status protected by law.

Application Process

Qualified applicants will be invited to participate in a three step hiring process:

1. Screen interview (30-45 mins) to assess core requirements and interest in the position
2. Written Task Stage (roughly 60 mins) to evaluate key skills and experience
3. In-person Final Interview at our CHR Office (885 Tyler Way, Sparks, NV) (45-60 mins) to review application materials and answer remaining questions.

During each of the interview stages, applicants will have the opportunity to ask questions about Confidence Health Resources and our team as we work to ensure that best fit. We are excited to further discuss your application materials, work history, and interest in joining the CHR team!

If you are invited to the office for the final interview, please make sure to bring a list of three references (1 former/current coworker, 1 former/current supervisor, and 1 personal). These references will be contacted after the conclusion of the interview for all applicants who are chosen as finalists.

If you would like to request accommodations or have any questions about the interview process, please reach out to the Associate Director of Administration, Nnedi Stephens.