Administration - Administrative Assistant

Administrative Assistant

POSITION SUMMARY

The Administrative Assistant contributes to our joyful and vibrant community by welcoming and directing visitors, employment applicants, sales persons, employees, residents and family members to appropriate locations and parties; and by providing strong support for many community systems and programs.

ESSENTIAL JOB FUNCTIONS

• Welcomes visitors in person or on the telephone.  Interacts with visitors, residents and staff in a joyful manner that contributes to our vibrant community. 
• Provides information to inquiries in support of the marketing and sales effort.  Assists with tours at the community.
• Maintains employee and department directories.
• Operates company phone system to receive & connect incoming telephone calls to proper party.
• Maintains safe and clean reception, entry way common areas, hallway, and potentially restrooms.
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Enforces appropriate security procedures.
• Performs related clerical work such as data entry, filling, sorting and distributing mail.
• May conduct preliminary screening of employment applicants.
• Assists with move-in paperwork for new residents, orientation, and family members
• Assists with Life Enrichment team on planning & guiding activities (including event planning) as needed.
• Assists the Business Office Manager with the onboarding process for new hires and maintaining electronic and physical employee files.
• Manages the long term care policy reporting.
• Help maintain active credentials and training requirements for staff. Updates systems and renewal dates.
• Assembles and maintains resident files.
• Completes Payscan Entry for invoices and start the invoice workflow.
• Helps in training other reception staff

EXPERIENCE, QUALIFICATIONS & SKILLS

• A high school diploma or equivalent.
• General computer literacy and good knowledge of Microsoft Outlook, Excel and Word.  Working knowledge of office machines (copier, fax, phone system, etc.).
• Good organizational and verbal/written communication skills.  Ability to relate positively, effectively and appropriately with residents, families, community members, volunteers and other community staff.
• Possesses special interest in, and a positive attitude about, working with long-term care residents and the elderly.
• Ability to read, write, speak and understand English.  Demonstrates basic computer knowledge and ability and an aptitude to learn company applications. 
• Pass a criminal background and fingerprint check.
• Meets all mandatory health requirements by State regulations.
• Ability to work independently (with minimum supervision)
• Maintains current Food Handlers Card.

PHYSICAL DEMANDS

The physical demands described here are representatives 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.

While performing the duties of this job, the employee spends long periods sitting at a desk or computer workstation to perform their job duties. Extensive keyboarding and computer use is required. There may be some instances of standing. The employee occasionally required to walk, bend, stoop, and kneel. They may need to lift, push, or pull up to 20 pounds to move office equipment and supplies. Tasks require good hand-eye coordination, the ability to finger, handle, pinch or feel as well as the ability to reach with some degree of flexibility and stretching. The employee must have the ability to read close up, and the ability to hear and communicate effectively.