| Title: | Administrative Assistant for Skilled Nursing Facility |
| Description: | Discover Your Next Adventure in Pinedale, Wyoming!
In the heart of the breathtaking Wind River Range, Sublette County is where the rugged beauty of the West meets a once-in-a-lifetime career opportunity.
Sublette County Hospital District proudly operates two clinics and urgent care facilities, which double as Level 5 Trauma receiving Emergency Rooms, along with two EMS Stations and a Skilled Nursing Facility that provides compassionate long-term care. And now, we're making history! After being the only county in Wyoming without a hospital, we're thrilled to announce that we’ve opened the doors in August 2025! Join us as we pioneer this exciting chapter in healthcare for our community. Experience the adventure of Pinedale living while being part of a groundbreaking healthcare team.
Learn more about our vibrant town at visitpinedale.org.
Summary Description
The Heritage Home (HH) Administrative Assistant provides support to the Skilled Nursing Facility (SNF) managers, employees, and office visitors by managing a variety of tasks to ensure that all interactions are positive and productive.
Supervision Received
Reports to the Heritage Home Administrator. Work is performed within established guidelines, procedures, and supervisory oversight. The Administrative Assistant follows defined processes and refers unusual or complex matters to management.
Responsibilities
Administrative & Office Operations
1. Primary point of contact for Heritage Home residents, families, and customers.
2. Accepts payments from HH residents.
3. HH newsletter publication production, mailing and distribution.
4. Office and other types of supply (via Amazon) management for each HH department.
5. Answers incoming phone calls and directs calls to the appropriate personnel/department.
6. Maintains/updates the company phone
tree and employee extension listings.
7. Voice and e-mail management.
8. Prepare and distribute resident and family communications via Mailchimp using approved templates and messaging guidelines.
9. Update HH section pages within the Sublette County Health (SCH) website, Via Squarespace.
10. Process and distribute incoming faxes from the SCH shared drive.
11. Serve as a liaison between residents, families, and service providers by relaying information and coordinating requests, without decision-making authority over services.
12. Draft announcements, memos, and resident/staff communications for review and approval by leadership prior to distribution, unless otherwise authorized.
13. Maintain census tracking spreadsheets for HH residents.
14. Computer systems and technical support.
15. Provide limited MatrixCare support, such as assisting staff with login access in accordance with IT security protocols and access authorization requirements.
16. Coordinate maintenance and troubleshooting for office equipment (fax/copier).
17. Generate monthly year-to-date comparison report for the finance department (e.g., March 2025 vs March 2026) for HH and the apartments.
18. Maintain the HH visitor(s) self-service coffee bar organization and ordering.
19. Financial Limitations: All financial duties are performed in accordance with established internal controls, policies, and procedures. The Administrative Assistant does not have independent authority to approve expenditures, disburse funds, or bind the organization financially. All financial transactions are subject to supervisory review and approval.
20. Other duties as assigned. Responsibilities may be adjusted or reassigned to ensure compliance, operational efficiency, internal controls, and workload balance.
Performance expectations will align with assigned duties and available resources.
Apartment & Property Coordination
1. Primary contact and liaison for the Aspen Grove and Heritage Apartment residents.
2. Meal tracking for the Aspen Grove/Heritage Apartment residents.
3. Maintain monthly apartment reports (occupancy, laundry services, meal delivery lists, waiting list, etc.).
4. Accepts payments from Aspen Grove/Heritage Apartment residents
5. Coordinate apartment showings, move-ins, and move-out walkthroughs.
6. Manage lease documentation and obtain required signatures.
7. Respond to resident inquiries, complaints, and maintenance requests.
8. Assist residents with notices, forms, and general support.
9. Manage event reservation calendar for Aspen Grove/Heritage Home meeting rooms.
Accounting Support Operations (Non-Decision Making)
Accounts Receivable
1. Prepare weekly HH and apartment revenue deposits for review and submission, in accordance with established procedures.
2. Generate and distribute all apartment invoices.
3. Maintain list of apartment invoice/receipt preferences.
4. Collect and process payments for rent, goods and services (e.g., Tracfone minutes, resident purchases, etc.).
5. Maintain petty cash records and documentation for resident needs in accordance with internal controls.
6. Track and maintain accurate records of payments and outstanding balances.
Accounts Payable
1. Process and submit vendor invoices (e.g., Ridley’s, CenturyLink, McKesson, Town of Pinedale, Pinedale Natural Gas).
2. Manage administrative and department credit cards, including the Ridley’s charge account.
3. Review, reconcile, and collect receipts for each HH credit card transactions.
4. Prepare documentation for payment submission and ensure accuracy.
5. Assist with the administrative distribution of Medicaid disbursement checks as directed and authorized, in accordance with policy.
6. Resident funds/financial administration.
7. Maintain credit card authorization binder, including schedule for the month for days specific cards have to be processed.
8. Ensure compliance with internal policies and financial procedures.
Community Relations & Engagement
1. Update social medial content and assist with advertising in accordance with organizational communication policies and leadership direction.
2. Additional support functions.
3. Provide notary services for HH residents and apartment tenants within the scope of current Wyoming notary commission requirements and organizational authority.
Qualifications
1. High School diploma or GED required.
2. Prior administrative assistant experience preferred.
Knowledge, Skills, and Abilities
1. Excellent customer services skills.
2. Proficient in the use of MS Office, multiline phone systems, computer, and business machine skills.
Working Conditions
1. Subject to varying situations requiring the ability to interact effectively and respectfully with individuals of diverse backgrounds and protected characteristics, in accordance with federal and state equal employment laws.
2. Possible contact with a variety of people including prisoners and people with mental, emotional, and physical disabilities.
3. Medical office, exam room, laboratory, radiology, emergency room, and professional practice settings. Frequent exposure to communicable diseases and other conditions common to rural clinic environments.
4. Work environment involves exposure to unusual elements, potentially dangerous materials, and situations that require following extensive safety precautions and may include the use of protective equipment.
5. May require travel between SCH site locations.
Physical Demands
1. Varied activities include moving, reaching, bending, and lifting.
2. Essential functions may be performed with or without reasonable accommodation in accordance with applicable law.
3. Requires manual and finger dexterity, and eye-hand coordination.
4. May require standing and moving for extended periods of time and occasional lifting or moving of items, generally up to fifty pounds, with or without assistance.
5. Requires corrected vision and hearing to normal range.
6. The position frequently requires working under stressful conditions and irregular hours.
Employment Relationship Disclaimer
1. This job description does not constitute a contract of employment, and employment remains at-will in accordance with Wyoming law.
2. The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. This document is not intended to be an exhaustive list of all responsibilities, skills, and working conditions for the people so
classified. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.
Job Type: Full-time
Pay: Dependent on Experience.
Benefits:
• Health, Dental and Vision Insurance
• HSA (Health Savings Account)
• Retirement program through Wyoming Retirement System
• Short- and Long-Term Disability
• Employee discount
• Life insurance
• Generous paid time off
How to Apply:
Interested parties should contact the Human Resources Department for Sublette County Health at HR@sublettehealthcare.com. Please include an application, resume and letter of interest. Applications can be found on the Sublette County Hospital District website.
We pride ourselves in developing and retaining our team members and our team prides itself in offering the best of care, close to home! Thank you for considering this opportunity to join our team. We look forward to receiving your resume.
About Pinedale:
Nestled at 7,175 feet in a scenic alpine valley, Pinedale is surrounded by three majestic mountain ranges—the Wind River, Wyoming, and Gros Ventre Mountains. As part of the Greater Yellowstone Ecosystem, the Bridger-Teton National Forest offers endless outdoor activities, with stunning landscapes and abundant wildlife.
Rich in history, Pinedale was shaped by the Rocky Mountain Fur Trade and is home to the nation's oldest cattle drive, the Green River Drift. Here, cowboys still guide cattle through
town in June and October! The Green River Rendezvous was an annual event in the 1830s. Mountain Men, Trappers, Travelers and Indians all gathered in a valley "below the Green" river and bartered, traded, sold, and swapped various items such as skins, pelts, guns, jewelry and whatever else they needed. It continues to this day with people coming from all over to see the home-town parade, experience the pageant, see how the people who shaped the rugged west made their lasting impression and mark on our town.
Nature lovers will appreciate the nearby alpine lakes, perfect for fishing, water sports, and relaxation. Pinedale is also on the Path of the Pronghorn, where you can witness one of the last great animal migrations in the Western Hemisphere.
In town, you’ll find a warm community, local shops, restaurants, and attractions like the Museum of the Mountain Man and the Pinedale Aquatic Center. With its blend of outdoor adventure, rich history, and friendly locals, it’s easy to see why we call Pinedale home.
|
| Company: | Sublette County Health |
| Salary: | |
| Post Date: | 5/4/2026 |
| Close Date: | Open Until Filled |
| Location: | Pinedale, Wyoming |
| Contact: | |
| Phone: | |
| Email: | HR@sublettehealthcare.com |
| Website: | |
Mailing
Address: | |
|
 
Pinedale Online Job Board • www.pinedaleonline.com/jobboard
jobboard@PinedaleOnline.com
|
|
