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Secretary 2 - Social Services (Gracedale Nursing Home)

The individual in this position will perform advanced secretarial support work for the Social Service Coordinators and Admissions Department.
This position reports directly to the Admissions Coordinator and Nursing Home Administrator.
This position is not responsible for the supervision of other employees.
Handles a very busy telephone system including referrals for admissions, appointment of a resident guardian, coverage for vacations/leaves, general information inquiries, etc.
Gathers referral information and advises families on medical records needed. Provides referral applications and performs follow up to ensure completion.
Provides resident guardian forms (application and consent forms), tracks, and processes forms when returned.
Prepares all admission forms. Creates labels and packets for incoming appointments. Schedules appointments including follow-up Medicaid applications with the Business Office. Uploads and routes all admission forms for proper processing.
Tracks and records all Target admissions, notifies UMR Department, and prepares 408 forms.
Processes 401 forms including running face sheets, scanning and emailing paperwork when received back from the Aging Office.
Prints daily census sheets for Admissions office, and keeps log for UMR Department.
Enters all contact changes – addresses, phone numbers, vacations, etc.
Processes advanced directives.
Prepares monthly surveys for families of new residents. Maintains resident files, updating for deaths and discharges as needed.
Orders all forms needed for office. Sends requests for Consent Forms and Welcome books to Government Center for printing. Maintains supply of folders given to families when submitting an application, including all enclosures.
Conducts tours of the facility, both as scheduled and upon request.
Tracks consent forms for Hospice care.
Collects and distributes mail to Social Service Coordinators. Collects outgoing mail.
Attends Resident Rights Meeting (2nd Tuesday of each month from 2:00 – 3:00 p.m. in Main Chapel). Takes minutes, and prepares/distributes minutes.
Attends Safety Committee Meeting (dates vary, 1:30-2:30 p.m.). Takes minutes to provide to Investigative Nurse/Risk Management Coordinator for approval and distribution.
Prepares and mails Quarterly mailing which includes letter and memos from various departments. Sorts and includes bank statements for “I” residents in this mailing.
Sorts and routes bank statements for “C” residents to the Volunteer Office for distribution.
Coordinates Centenarian Dinner, held annually for residents 100+ years of age. Checks on diet and ambulation status, invites first contacts, arranges transportation as needed, and notifies Beauty Shop for scheduling appointments.
Prepares for annual Department of Health visit. Runs reports needed for Admissions, Transfers & Discharges, Age 55 and Under, Ethnicity, Hospice and Resident Council meeting minutes.
Sets up special Resident Council meeting as directed the Department of Health. 
*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.
EDUCATION & EXPERIENCE – Completion of a high school, or general equivalency, diploma; AND
At least one (1) year of full-time, professional clerical work experience, preferably in a medical office or long term care facility; AND
All employees of Gracedale Nursing Home will be required to attend 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 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. 
Basic knowledge of clerical practices and procedures, and the ability to use standard office equipment.
Knowledge of computers and computer software, including Microsoft Office applications.
Excellent communication and interpersonal skills with the ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.
Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public and representatives from other offices both within and outside of Gracedale Nursing Home.
Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.
Ability to learn to utilize the necessary software specific to Gracedale Nursing Home.
Ability to establish and maintain filing and other recordkeeping systems.
Ability to preserve confidential and sensitive information.
Ability to maintain composure and tactfully handle sensitive situations.
Ability to establish and maintain working relationships with associates, other facility staff, patients, and their visitors.
Ability to add, subtract, multiply and divide in order to perform the functions of the position.
Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.
Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.
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.
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.
Formal application, rating of education and experience, 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.


Updated March 2023