Administrative Assistant / Social Services Assistant

Position Summary:

The Administrative Assistant / Social Services Assistant provides clerical and administrative support to the Social Services Department while assisting residents and families with non-clinical needs. This role helps ensure smooth daily operations, maintains accurate records, and supports the psychosocial well-being of residents.

Key Responsibilities:

Administrative Duties:

• Answer phones, take messages, and direct calls appropriately
• Maintain organized filing systems (paper and electronic)
• Schedule appointments, care plan meetings, and family conferences
• Prepare reports, forms, and correspondence as needed
• Assist with data entry and maintain resident records in compliance with HIPAA regulations
• Order and maintain office supplies for the department
• Track and log social services documentation and follow-ups

Social Services Support:

• Assist Social Services Director with resident assessments and documentation
• Help coordinate discharge planning and community resource referrals
• Provide support to residents and families with general concerns or needs
• Assist with admission and orientation of new residents
• Help organize and document care plan meetings
• Maintain confidentiality of all resident information

Resident & Family Interaction:

• Greet residents and visitors in a professional and compassionate manner
• Provide basic information and direct concerns to appropriate staff
• Assist in resolving non-clinical concerns or complaints
• Support residents’ emotional and social needs under supervision

Compliance & Documentation:

• Ensure all documentation is accurate, timely, and survey-ready
• Maintain logs for grievances, discharges, and social service notes
• Assist with audits and regulatory compliance as directed

Qualifications:

• High school diploma or equivalent (Associate’s degree preferred)
• Experience in healthcare, long-term care, or social services preferred
• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Knowledge of HIPAA and confidentiality standards

Skills & Abilities:

• Compassionate and patient-centered approach
• Ability to handle sensitive situations with professionalism
• Strong attention to detail
• Ability to work independently and as part of a team
• Time management and prioritization skills

Work Environment:

• Long-term care facility / nursing home setting
• Interaction with residents, families, and interdisciplinary team members
• May involve occasional lifting, walking, and extended periods of sitting

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person