Primary Purpose of this Position

The primary purpose of this position is to perform clerical support in an efficient manner in accordance with established procedures and as directed by the supervisor.

Duties and Responsibilities

Administrative Functions

• Answer telephones, determine nature of call and direct caller to appropriate individual or department.
• Assist department directors in administrative matters (i.e., typing reports, correspondence, etc.).
• Assist with administrative duties as directed (includes typing, filing, posting accounts, etc.).
• Assist payroll clerk with administrative functions when necessary.
• Greet visitors and direct to appropriate office and/or resident room.
• Issue and collect identification badges as visitors sign in/out.
• Maintain a current file/listing of residents by name and room number, emergency phone numbers of on-call personnel, department extensions, key personnel, etc.
• Manage and track key dates for contracts, renewals and deadlines for a variety of administrative documents.
• Operate copier, office machines, etc., as directed.
• Operate telephone system, transfers, voicemail administration and setup and operate paging system when required.
• Order supplies as directed in accordance with facility purchase order system and expenditure tracking.
• Provide directions/information to visitors, guests, residents, sales representatives, etc.
• Assist with inter-facility communication.
• Receive, sort and distribute mail as directed.

Personnel Functions

• Coordinate required background checks and screening of personnel, contractors, volunteers and business associates.
• Input data for administrative programs.

Duties and Responsibilities

• Prepare and process correspondence for the Administrator and other members of the administrative team as directed.
• Process and deliver mail to/for the facility Administrator and other members of the administrative team as directed.

Staff Development Functions

Coordinate with the Staff Development Coordinator to assist with tracking of continuing education units (CEUs), licensure and background checks as required.

Equipment and Supply Functions

• Replenish administrative supplies in work areas as necessary in accordance with facility budget and established par levels.
• Request repairs for office equipment as necessary.
• Track distribution of office supplies and monitor for waste or non-business related expenditures.

Working Conditions

• Works in office areas as well as throughout the facility and its premises.
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Is subject to hostile and emotionally upset residents, family members, visitors, etc.
• May be directed to working off-shift hours in emergency situations.
Is subject to callback during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Attend and participate in continuing education programs.
• Communicates with nursing and other department personnel.
• Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday as well as reactions from dust, disinfectants, tobacco smoke and other air contaminants.
• Is subject to pressure from multiple/emergency calls.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.
• May be subject to the handling of and exposure to hazardous chemicals.

Education

Must possess, as a minimum, a high school diploma or its equivalent.

Experience

Must have at least one (1) year experience in a clerical position or successfully completed a secretarial science program from an accredited school/college.

Specific Requirements

• Must be able to read, write, speak and understand the English language.
• Must possess the ability to make independent decisions when circumstances warrant such action and to remain calm during emergency situations.
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors and the general public.
• Must be knowledgeable of administrative practices, procedures and guidelines.
• Must possess a cheerful personality and be able to work harmoniously with other personnel.
• Must possess the ability to minimize waster of supplies, misuse of equipment, etc.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
• Must be able to follow written and oral instructions.
• Must be competent with word processing, email and spreadsheet applications (e.g., Microsoft Office or equivalent).

Physical and Sensory Requirements (with or without the aid of mechanical devices)

• Must be able to move intermittently throughout the workday.
• Must be able to speak and write English language in an understandable manner.
• Must be able to cope with the mental and emotional stress of the position.
• Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination.
• Must function independently, have flexibility, personal integrity and the ability to work effectively with other personnel.
• Must have a pleasant speaking voice.
• Must be able to push, pull, move and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move and/or carry such weight a minimum distance of 50 feet.
• May be necessary to assist in the evacuation of residents during emergency situations.

Job Position Analysis Information

(1) Risk Exposure to Blood/Body Fluids Column

:A check mark entered into this column indicates the risk potential of your exposure to blood or body fluids. Established procedures identify the appropriate personal protective equipment (PPE) that you should use when performing this task.

(2) Essential Functions Column:

A check mark entered into this column indicates that you may be required to perform this task.

(3) Safety Factors Column:

RM = Repetitive Motion:

A “RM” in this column indicates that it will be necessary for you to perform some functions of this task repeatedly. When such tasks are not performed properly injury can result. Established procedures identify the precautions and/or equipment that should be used.

WL = Minimum Weight Lifting Requirement:

A “WL” in this column indicates that it will be necessary for you to perform functions of this task that require some lifting, moving, pushing or pulling. When such tasks are not performed properly injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task. Minimumweight lifting requirements that you must perform are located in the “Physical and Sensory Requirements” section of this job description.

SB = Prolonged Sitting, Standing and Bending:

A “SB” in this column indicates that some functions of this task require you to sit, stand or bend for an extended period of time. When such tasks are not performed properly injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task.