Nursing Administrative Assistant - Gracedale Nursing Home

Application Requirements

Northampton County will require all newly hired employees at Gracedale Nursing Home to be fully vaccinated against COVID-19 before beginning employment.

In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline.

Applications submitted with incomplete or missing education and / or work experience sections will be considered incomplete and will not be reviewed.

These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected.

Education and work experience fields must be completed, regardless of the presence of an attached resume.

Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description.

We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history.

Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.

For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at schristman@norcopa.gov or 610-829-6382.

Equal Employment Opportunities - It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.

Job Description

GENERAL PURPOSE

The Nursing Administrative Assistant is responsible for performing advanced secretarial support to Nursing Administration.

This position requires a high level of independent action, advanced knowledge of office administration, and superior customer service skills.

An individual in this position will maintain the highest level of professionalism in communication and behavior with co-workers, residents, and the general public.

SUPERVISION RECEIVED

A position in this class reports directly to the Assistant Director of Nursing, and to the Director of Nursing.

SUPERVISION EXERCISED

This position does not exercise any supervision.

ESSENTIAL DUTIES OF THE POSITION

Demonstrates superior customer service skills. Greets visitors in a professional, friendly, and hospitable manner; answers routine questions from employees, residents, and the general public, or directs to appropriate staff when necessary.

Exhibits professional business casual dress in keeping with the dress code.

Interacts with County employees, residents, family members, and other individuals both within and outside of Gracedale Nursing Home on a regular basis to assist with the completion of general informational requests or direction to appropriate staff in order to provide the highest level of customer service.

Manages correspondence for the Assistant Director of Nursing and for Director of Nursing. Composes letters, memos, reports, and other written communication as requested.

Creates and maintains spreadsheets with accuracy and attention to detail.

Manages calendars and coordinates meetings for Nursing Administration. Makes arrangements for scheduled meetings. Prepares materials and communications.

Maintains and updates contact information for attendees. Attends scheduled meetings as assigned. Takes meeting minutes as required.

Maintains credentials for all Nursing personnel, including agency staffing.

Reviews application materials in NeoGov from applicants for Nursing positions. After Assistant Director of Nursing / Director of Nursing review, contacts applicants to schedule interviews.

Prepares interview packets and compiles documentation required to approve nursing personnel to begin employment. Guides candidates through the pre-employment post offer testing process.

Dispositions candidates appropriately. Completes transmittals and returns to Human Resources.

Prepares Vacancy Reports and PANs, and forwards to Human Resources.

Oversees position control process and maintains accurate, up-to-date spreadsheets.

Submits service desk requests to Information Services as needed.

At the direction of Nursing Administration, processes disciplinary action reports, counseling memos, verbal warnings, administrative leave letters, and termination letters for Nursing personnel.

Maintains spreadsheet of Per Diem employees for compliance.

Determines the extent and efficiency of existing office procedures and workflow. Recommends changes in processing, order of work accomplishment, nature and / or extent of verifications, and similar office workload activities.

Works with management, technical and / or other clerical personnel to improve timeliness, completeness, and effectiveness of such work accomplishment.

Assists with addressing staffing needs and vacation scheduling of Nursing personnel.

May assign work to other clerical staff with approval. As necessary, fills in for other Nursing clerical staff.

Establishes and maintains filing systems, including database, paper files and logs.

Coordinates communications and generates data during the Department of Health annual survey. Assists during all steps of the annual survey process.

Manages special projects as assigned.

An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description.

Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE - Possession of a high school diploma or equivalent; AND

At least two (2) years of advanced clerical work experience in an office environment, with proficiency in Word and Excel; AND

Must complete Feeding Program training.

OTHER REQUIREMENTS - Applicants must be fully vaccinated against COVID-19, and present valid proof of vaccinated status, in order to be eligible for hire at Gracedale Nursing Home.

According to the Center for Disease Control (CDC), people are considered fully vaccinated two (2) weeks after their second dose in a 2-dose series (such as Pfizer or Moderna vaccines), or two (2) weeks after a single-dose vaccine (such as Johnson & Johnson's Janssen vaccine).

Upon hire employee must have a drug screening and COVID-19 testing. Employees may also be periodically tested for COVID-19 as required or recommended.

In addition, Gracedale Nursing Home will follow The Centers for Medicare & Medicaid Services (CMS) requirements with regard to booster(s) needed for workers in health care settings.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of computers and computer software, with ability to apply this aptitude in word processing, Excel spreadsheet development, and Word document merges.

Thorough knowledge of proper records management, retention of records and cataloguing of files.

Excellent problem-solving skills with the ability to envision and deliver innovative solutions.

Excellent communication and interpersonal skills with ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse workforce.

High energy level, ability to multitask, establish priorities, work independently.

Ability to learn new technology quickly and to adapt work methods accordingly.

Ability to maintain confidential and sensitive information.

Ability to establish credibility and be decisive.

Ability to prepare and analyze comprehensive reports, and carry out assignments.

Ability to communicate professionally and effectively verbally, and proficiently in writing with various employees, supervisors and managers, residents, other agencies, and the general public.

Ability to establish and maintain effective working relationships with employees, supervisors and managers, residents, other agencies, and the general public.

Ability to handle stressful situations. Ability to maintain a high energy level, multitask, establish priorities, and work independently.

Ability to read, write, speak, understand, or communicate in English to perform the duties of this position.

TOOLS AND EQUIPMENT

Telephone, personal computer (including word processing, spreadsheet and other specialized software), calculator, fax machine, and copy machine.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear. The employee must occasionally lift and / or move up to twenty-five (25) pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment ranges from quiet to moderately noisy.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

SELECTION GUIDELINES

Formal application, rating of education and experience, oral interview and reference check as well as job related tests may be required.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

FLSA STATUS : FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)

DESIGNATION : CAREER SERVICE

PAY GRADE : CS-17

UNION STATUS : NON-UNION

Updated March 2023