Administrative Assistant/QMAP

EDUCATION, LICENSE, CERTIFICATION and

* Education High School Diploma or equivalent preferred. * Licenses No professional license required. * Certifications QMAP Certification, First Aid Certification, CPR Certification & Food Handlers Certification, Dementia Training Certification Required * Experience Minimum of five (5) years of experience as a QMAP in an assisted living or memory care setting. Experience with administrative duties, electronic documentation, physician orders, and staff training preferred.

REQUIRED SCREENINGS: * Drug Screen * Physical Assessment * Tuberculosis screen * Background check (Criminal, Civil, Educational, Previous Employment, etc.) * Driver Record screen (positions requiring on-the-job driving)

* Provide primary office and clerical support to Memory Care, including answering phones, greeting visitors, monitoring and managing visitor entry and exit through secured doors to maintain resident safety, routing messages, filing, scanning, copying, data entry, and routine correspondence. * Organize, maintain, and update resident files, forms, contact information, and electronic records; monitor records for missing or outdated documentation. * Receive, process, route, and file physician orders and communication notes according to established procedures; track outstanding signatures, responses, and follow-up items refer clinical concerns to the nurse or Administrator. * Schedule and confirm resident medical appointments, maintain appointment calendars, prepare required paperwork, and coordinate transportation arrangements as directed. * Communicate with resident families, representatives, physician offices, pharmacies, and other service providers regarding appointments, paperwork, routine requests, and messages; refer clinical concerns to the nurse or Administrator. * Assist with pre-admission inquiries, admission packets, required forms, resident file preparation, move-in arrangements, and follow-up on outstanding paperwork. * Process, organize, and route incident reports; track missing information and timely submission and maintain incident documentation as directed, without independently investigating incidents. * Assist the Administrator with administrative audits, documentation checks, tracking logs, record requests, and preparation for surveys or inspections. * Order, receive, inventory, and organize office supplies and designated resident care supplies; communicate supply needs and assist with purchase documentation. * Maintain administrative logs, resident census information, contact lists, room assignments, and recurring documentation deadlines as assigned. * Assist with new employee onboarding, orientation checklists, training schedules, and maintenance of required training and competency records. * Assist with orientation and training of new QMAPs on established facility procedures, medication documentation, and office processes, under the direction of the administrator. * Prepare materials for meetings, assist with meeting notes and follow-up lists, and maintain assigned administrative calendars and checklists. * Organize resident transfer or discharge paperwork, as directed, and maintain emergency contact and preparedness documentation. * Maintain confidentiality of resident, employee, and organizational information in all communications and records. * Serve as a backup QMAP and direct care staff member when needed, administering medications and assisting with resident care only within current qualifications, training, and authorized duties. * Maintain current QMAP qualifications and competency in medication administration, resident care, and related procedures through required training, continuing education (CE), and competency assessments. * Communicate necessary information to others as appropriate.* Treat residents, families, and staff with dignity, respect, and kindness. * Promotes resident independence in accordance with service plan. * Become familiar with resident’s daily needs, likes, and dislikes to provide personalized care. * Support and respect each resident’s unique life experiences, including spiritual and cultural beliefs. * Maintain a clean and safe physical environment, redirecting and assisting disoriented or confused residents, applying and following house rules and honoring resident rights. * Assist with daily personal care tasks, including bathing, grooming, toileting, oral hygiene, and more. * Assist with transfers or helping residents into wheelchairs or with walkers.

This may involve operating a mechanical lift. * Assist with turning or reposition a resident in bed to prevent bedsores or other discomforts. * Perform palliative and post-mortem care. * Assist residents with incontinence care, catheter, and colostomy care. * Complete documentation in an accurate, complete, and timely manner per organizational standards including the use of electronic medical record. * Provide laundry services to resident as assigned, ensuring all laundry is picked up and returned with complete. * Assist with scheduled activities in the absence of Activity Specialist. * Assist with reminders, escorts, and record attendance to activity events, sending, delivering, and reading mail upon request, and assisting with visitation systems. * Respond to resident call lights in an appropriate timeframe and manage and prioritize tasks. * Respond to any safety or medical issue, and perform minor first aid. * Assist residents with remembering and being ready for appointments. * Assist dietary staff with setup and cleanup, remind or escort residents to the dining room, assist with menu selections.

Deliver meal trays, serve beverages, cut meat, butter bread, and adheres to safe food practices. * Communicate any problems, concerns, or issues to the resident’s family members as needed. * Observe, monitor, and record resident’s physical and emotional well-being, and promptly report any changes to nurse or administrator. * Review and record observation notes, initiate incident reports as soon as the event has been discovered after taking appropriate immediate action to ensure the safety of the resident, employee or visitor. * Review and respond to emails and calendar invites.

Attends, participates and contributes to staff meetings addressing resident and departmental needs. * Restocks medication carts, drawers and/or storage areas with miscellaneous supplies only (i.e. gloves, sanitizer cups, etc.) * Reports suspicion of abuse, neglect or misappropriating or resources as required by regulation. * Completes work orders to communicate necessary replacements or repairs. * Maintains open communication with supervisor and/or peers to promote awareness of resident issues. * Follows all practices, policies, and procedures for medication administration. * Administer medication according to written physician’s orders.*.

Use proper techniques when administering medications by various routes. * Maintain proper documentation of the administration in facilities eHR (electronic health record) of both prescription and non-prescription drugs. * Perform vital signs as ordered and follow prescribed parameters in administering medication. * Safely and accurately fill medication reminder packs for residents going out on pass. * Maintain all medications’ security and ensure that controlled drugs are kept under double lock and counted between each shift. * Reorder medications as needed or notify the designated staff member using appropriate protocols when there is a need for reordering medications. * Follow established procedures in reporting medication refusals, errors and drug reactions. * These are not to be construed as exclusive or all-inclusive.

Other duties may be requested and assigned. GENERAL DUTIES: * General Office Equipment: computer, telephone, keyboard, copier, etc. ORGANIZATIONAL EXPECTATIONS: * Be responsible for my own attitude. * Be open to constructive feedback and suggestions for improvement; accept constructive feedback in a positive manner. * Be generous with my skills and abilities by educating others on new ideas and/or techniques; offer constructive input to support the work area appropriately and respectfully. * Take responsibility to attend or obtain information provided at in-services, seminars and staff meetings. * Demonstrate, through my actions and speech, that I represent the entire organization.

I will take action to ensure that a need is met; emulate the mission and vision statements. * Acknowledge and greet everyone; look approachable, with open body posture, eye contact and a smile; communicate appropriately using good interpersonal skills. * Dress professionally and appropriately for my work environment. * Know and follow policies and procedures for both organization and department safety issues. * Communicate delays in services and take service recovery steps as needed. * Reliable and punctual attendance is essential; expected to be at job as scheduled each scheduled day.

Wage starts at $20.60 per hour and goes up based on experience