Secretary

The secretary supports the facility’s business office and finance department by managing resident Personal Needs Allowance (PNA) checks, assisting with check processing and deposits, and coordinating routine banking transactions. This role ensures accurate handling of financial documents, timely deposits, and compliance with facility financial procedures and resident fund regulations.

Key Responsibilities

Resident Fund & Check Processing

• Print and prepare Personal Needs Allowance (PNA) checks for residents in accordance with facility schedules and approval procedures
• Verify resident balances, payment amounts, and supporting documentation prior to check release
• Prepare checks for mailing and maintain tracking logs of issued checks
• Coordinate with Business Office staff regarding resident account inquiries and adjustments

Deposit Processing

• Process check deposits using the facility’s in-house remote deposit equipment/system
• Confirm successful transmission and maintain deposit confirmation records
• Report any deposit discrepancies or rejected items to the Business Office Manager immediately

Banking & External Transactions

• Perform in-person banking transactions as assigned (deposits, pick-ups, document submissions, etc.)
• Ensure all transported financial materials are secured and documented according to facility policy
• Maintain logs of all completed bank runs and transactions

Qualifications

• High school diploma or equivalent required
• Experience handling checks, deposits, or resident funds strongly preferred
• Basic proficiency in Microsoft Office and financial tracking systems

Skills & Competencies

• Strong attention to detail and numerical accuracy
• Ability to handle confidential financial and resident information
• Strong organizational and record-keeping skills
• Dependable with ability to follow strict financial procedures
• Professional communication and teamwork with Business Office staff

Work Environment

• Office-based role within a healthcare facility
• Requires periodic travel to local bank branches
• May involve handling sensitive financial documents and resident fund accounts

Office Hours: Mon-Fri 9am-5pm/8am-4pm