Summary:

The Administrative Assistant I maintains the smooth, day-to-day operation of the reception area and provides administrative support to staff and customer service to residents, visitors, vendors and the public. The “Front Desk” Procedures Manual details job procedures and responsibilities.

Responsibilities:

• Maintains day-to-day operation of the reception area, including regular communication with residents, staff, department heads, vendors, the public and other individuals as necessary.

• Politely greets and assists visitors, vendors, residents and staff in person and by telephone; routes calls and takes messages.

• Processes, routes and monitors daily mail and newspaper deliveries.

• Processes various resident reservations and charge slips, including residents’ payments for stamps, copies and faxes as needed.

• Posts and distributes notices provided by internal departments.

• Schedules office equipment maintenance; review, route, copy and file invoices. Inputs facility work orders in maintenance program (MP2 System)

• Prepares and maintains forms such as Resident Information Sheet, Absentee Notices, Resident Action Forms and Resident Away list.

• Provides administrative assistance in emergency situations (see Fire & Disaster Guidelines, Injury & Illness Prevention Program and Front Desk Procedures Manual).

• Maintains accurate dining room charting.

• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Understanding of and compliance with HIPAA standards of practice.

• Basic computer skills and ability to learn new computer skills.

• Ability to understand the principles of organization and functions of retirement communities and the rules, regulations and ordinances of various departments.

Education and Other Qualifications:

• High school diploma or equivalent

• Computer skills (Microsoft Office experience).

• Must complete and pass a physical examination with tuberculosis (TB) screen prior to employment.

• Employment contingent upon fingerprint clearance from the Department of Justice.

Work Environment, Physical and Mental Capabilities, and Other Requirements:

• The work environment and characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is an office environment, community meeting room, or a resident’s apartment. The noise level in the work environment is usually moderate.

• While performing the duties of this job, the employee is frequently required to stand and walk; to sit for long periods of time; to use hands to finger, handle, or feel; use and be exposed to computer screen, CPU, copiers, printers, fax machines and telephones; and to hear and speak with peers, residents, and others. The employee is often required to move continually throughout the work day; maintain dexterity to pinch small objects; reach with hands and arms and stoop, kneel, crouch, climb, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Exposure Risk:

• The Administrative Assistant I, is at low risk for exposure to blood and body fluids.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

The physical demands here are representative 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.

The Company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

I HAVE READ THE ABOVE POSITION DESCRIPTION AND FULLY UNDERSTAND THE REQUIREMENTS AND AGREE TO ABIDE BY THE REQUIREMENTS AND WILL PERFORM ALL DUTIES AND RESPONSIBILITIES TO THE BEST OF MY ABILITY.