The Administrative Assistant is responsible for administrative functions including phone and visitor reception, addressing information requests, preparing correspondence, maintaining staff and resident files, distributing mail, maintain supplies, and all duties as assigned by the Business Office Manager.
Responsibilities of the Administrative Assistant:
- Greet and welcome all visitors and guests upon their entrance into the community and when calling by phone.
- Deliver professional and courteous communications to families regarding community events, resident supply needs, care plan meetings and other communications as requested.
- Oversee all aspects of general office coordination including copying, faxing, mailing, and filing.
- Open, sort, and distribute incoming correspondence including mail and faxes.
- Sign for and distribute UPS/FedEx or similarly delivered packages.
- Manage the office supplies, uniforms, name badges, and postage accounts.
- Assist Business Office Manager in maintaining employee and resident files.
- Assist in maintaining in-service records to include course content, instructor, agendas and rosters.
- Review and utilize the Community’s disaster preparedness plan for staff and residents to follow in case of fire, explosion, natural disaster, or other emergency, including interruption of electrical power supply, gas-heating supply and water supply.
- Support community staff in assigned, project-based work.
- Other duties or services as assigned by the Business Office Manager and/or Administrator.
Position Requirements:
- Must be at least 21 years of age.
- Must have a clear criminal background record check.
- Must keep a current certification in emergency first aid and CPR.
- Must have a clear tuberculosis screening upon hire to assure that the employee is free of diseases communicable within the scope of employment.
- Must have a physical examination prior to employment and as required by the Community after an injury or illness to assure that the employee is physically qualified to work.
- Must have training in emergency evacuation procedures, medical and social needs of the residents, resident’s rights, abuse and neglect reporting, infection control, medication assistance, dementia, and courses relevant to the job duties.
- Must obtain at least twenty-four (24) hours of continuing education the first year and sixteen (16) hours of continuing education courses each year thereafter.
- Must be able to sit regularly, stand, walk, lift and/or move up to fifty (50) pounds.
- Employee must not be under the influence of alcohol or other substances while engaged in any work-related activity on behalf of the Community.
- Must attend mandatory staff meetings.
- Proficient with internet usage, Microsoft word and excel.
- Employee must wear a name tag at all times while on the property or engaged in any work related activity on behalf of the Community.
- Able to work various schedules, including weekends, as needed.
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