Unit Secretary

• Make a Real Difference, Every Single Day As a nonprofit leader in aging, Eskaton helps people live well, longer — with trusted guidance at every stage.
• We believe aging should be a vibrant, supported, and celebrated journey, not an experience to face alone.
• For over 55 years, Eskaton has been a cornerstone of Northern California, growing a network of 23 communities dedicated to older adults and the people who care for them.
• When you join us, you're not just starting a job.
• You're stepping into a career where your work creates a real impact on people's daily lives and strengthening the communities we call home.

• We Invest in You (Because You Invest in Others) We know that to take great care of our residents, we must take great care of you. We are genuinely committed to your health, your happiness, and your future. That’s why we offer:
• Financial Security: Competitive pay and a 401K matching program to help you plan for your own future.
• Total Wellbeing: Comprehensive benefits that support your physical and mental health.
• A Place Where You Belong: We celebrate diversity and equity across the entire aging spectrum, ensuring every team member feels seen and valued.

• Our DNA (Core Values) We’re looking for people who align with our mission and want to grow with us:
• Welcoming: You’re a natural at creating warmth and a sense of belonging for everyone you meet.
• Bring (Y)our Best: You take pride in your work and strive for excellence in the "little things" and the "big things" alike.
• Empowerment: You don't wait for permission to do the right thing. You step up, take ownership, and lead with initiative.
• Growth: You’re a lifelong learner who seeks consistent improvement and sustainable growth.

Position Summary

The Unit Secretary duties include, but are not limited to, assisting the nursing department with managing resident health records and tasks associated with the move-in of new residents and/or residents transitioning between levels of care. Duties and assignments may vary based on evaluation of community needs.

Position Responsibilities include

• Assists with new move-in process. Assures room is prepared and ready for new residents; completes new move-in checklist.
• Prepares new resident chart with name and room number, and ensures appropriate forms are available. Assists community staff with related move-in packet review and completion by resident, agent, or resident representative.
• Transcribes new move-in orders from source documents into the electronic health record and prints physician orders for faxing to the primary care physician for review and signature. Prints any other forms required from the health record.
• Assists in processing resident inventory and resident orientation.
• Tracks Physicians Reports (LIC602A) and assures they are current for all residents.
• Purges resident health records as needed for overflow and/or preparation for destruction per regulations.
• Assists with ordering / refilling resident medications and completion of Centrally Stored Medication Log.
• Performs assigned computer-based tasks and audits.
• Sends and receives faxed materials as directed by Resident Care Coordinator (RCC), Memory Care Coordinator (MCC), or Wellness Nurse and maintains inventory of forms.
• Coordinates with family / residents for outside appointments
• Assists residents with scheduling appointments with medical outside providers. Assists with transportation arrangements as requested.
• Processes and files faxes and other written communication from physicians and ancillary services.
• Uploads and indexes paperwork and source documents into electronic health record.
• Coordinates with outside providers for services provided in facility i.e., podiatry, dermatology, beauty salon.
• Initiates requisition slips for labs, x-ray, and dietary change orders.
• Assists with processing requests for protected health information/ health record copying.

The starting salary for this position ranges from $18.75 to $22.96. Factors such as scope and responsibilities of the position, candidate's work experience, education/training, job-related skills, internal peer equity, as well as market and business considerations may influence base pay offered.

Qualifications

Education

High school graduation or G.E.D. Completion of a medical terminology course preferred.

Training and Experience

Six months experience providing nursing support in a residential care community preferred.

Job Knowledge

• Possesses knowledge in performing personal care services in a residential care community.
• Has the ability to meet new and/or stressful situations with the appropriate responses, to work effectively as part of a care team, to share information freely, to use and seek supervision and consultation verbally and in writing, and to follow both verbal and written instructions.

Work Conditions and Physical Requirements

Requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Notify the Human Resources team to request any accommodation(s) to perform any of the essential functions of this position.

X

Light Work

Exerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

The final candidate must successfully pass Eskaton's post offer, pre-employment testing which includes a criminal background check, drug test, TB screen test and health screen. All new hires are required to sign an arbitration agreement as a condition of employment.

Eskaton is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.