Administrative Assistant - Birchwood Arbors

Operations Forest Lake, Minnesota


Position at Lifespark

Responsible for various administrative and human resource functions in the facility.

Essential Job Functions

  • Responsible for sourcing, screening, reviewing and forwarding applications to fill open positions for all departments. Requires ongoing knowledge of facility staffing needs.
  • Responsible for interviewing and hiring nursing assistants
  • Responsible for completing new hire paperwork with all newly hired employees.
  • Assist with scheduling, preparing for, and conducting new employee general orientation and onboarding in accordance with facility policies and procedures.
  • Assist with facility attendance management.
  • Responsible for maintaining personnel files in accordance with facility policy.
  • Responsible for timely communicating information regarding wages to all staff.
  • This position functions as the facility benefits administrator, which includes initial introduction for new hires, enrollment, and ongoing support for all staff.
  • The position functions as the facility FMLA administrator, which includes reviewing eligibility, providing necessary paperwork for completion, and ongoing monitoring and tracking. Assists with managing other types of leaves as needed.
  • Responsible for facility OSHA recordkeeping, which includes monitoring worker’s compensation claims and other recordable incidents.
  • Assists with managing worker’s compensation claims, working directly with insurance carrier.
  • Provides Human Resource support at the facility level, including providing policy and practice guidance. Consults with Resource Center Human Resources as needed.
  • Responsible for completing EEO and AA reporting.
  • Responsible for employee data input into payroll (including deductions), timeclock, and benefit systems. Requires ongoing monitoring and adjustments as needed.
  • Responsible for reconciling hours worked with payroll and time clock data.
  • Responsible for submitting bi-weekly payroll after Executive approval received.
  • Responsible for distributing pay checks and pay stubs.
  • Responsible for the daily monitoring of the time clock system, making adjustments and accrual entries, as needed.
  • Manages Resident Trust.
  • Manages daily deposits of receipts.
  • Greets customers, answers phones, and addresses customer needs.
  • Assist Office Manager as needed.
  • Must be adaptable, flexible to changes, and able to prioritize and organize work efficiently to accomplish workload within time allotted.
  • Maintain a positive attitude in relation to customer service program.
  • Comply with established safety rules and regulations.
  • Promptly reports accidents, incidents, and unsafe and hazardous conditions/equipment to supervisor.
  • Understand, comply with, and promote all rules regarding resident’s rights.
  • Abide by the facility’s policies, procedures and practices.
  • Participate in and support Quality efforts throughout the facility, including customer service rounds, auditing, interviews, and survey preparation.
  • Attend meetings and mandatory in-services, including recruitment and retention, safety, and any others as assigned.
  • Knowledge and adherence to safety/disaster preparedness plan.
  • All other duties as needed.

 Code of Conduct

Must adhere to Company’s Code of Conduct policy including documentation and reporting responsibilities.


  • Associate’s Degree in Human Resources or a related field or equivalent experience.
  • Experience in a health care setting is preferred.
  • Must be able to relate professionally, positively, and cooperatively with residents, resident’s families and employees.
  • Must possess advanced computer skills, including email use.
  • Must be capable of maintaining regular attendance.
It has been and will continue to be our policy to provide equal employment opportunities to all employees and applicants without regard to race, color, creed, religion, sex, gender identity, pregnancy, national origin, citizenship, marital status, familial status, age, sexual orientation, veteran status, disability, public assistance status, genetic information or any other status protected by federal, state, or local law.