What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at ACC SENIOR SERVICES?
Job Summary:
The Administrative Assistant receives visitors, answers phones, accesses needs, contacts proper authority, and performs related administrative/clerical duties. This position will also perform customer service, basic accounting, and organizational tasks to promote the financial health of the organization.
ESSENTIAL JOB FUNCTIONS:
- Provides orientation checklist; reviews/collects checklist once orientation is completed.
- Ensures CalPERS and long-term care paperwork are completed and sent to organizations.
- Reviews job postings for accuracy.
- Performs clerical duties such data entry, typing, filing, maintaining room labels, updating census reports, and other clerical duties/projects as needed.
- Creates/codes invoices and sends to AP; research financial statements; tracks checks received.
- Works with Executive Director to streamline admissions process, transportation schedules, and directions to community activities.
- Assists Guest Specialist with office & emergency supply inventory; assists in scheduling tours for marketing; maintains marketing supplies and reorders supplies as needed.
- Collects and communicates resident admissions information; documents residents’ admission.
- Prepares fliers for activities and community events.
- Sorts/logs packages received, delivered, and picked up.
- Updates resident/staff rosters, sign/in out log, visitors’ logs, weekly occupancy report.
- Checks office machines daily and reports need for service or repair promptly.
- Responds to all inquiries; documents correspondence including complete information into CRM system.
- Schedules and conducts tours; ensures facility is always tour-ready & community tour back-up tree is updated daily.
- Provides advance notification to department managers/supervisors regarding preparation and follow-up for admissions (both new admissions and re-admits).
- Represents the community by participating in local events, fairs, professional organizations.
- Provides new residents and families with welcome gift, community information and coordinates with Life Enrichment Supervisor to orient new resident to the community.
QUALIFICATIONS:
- Proficient with Microsoft Office (Word, Outlook, Excel).
- High school diploma and 2 years of clerical experience.
- Strong analytical and problem-solving skills.
- Strong oral and written English communication skills; bilingual a plus!
- Knowledge of basic accounts payable and receiving procedures.
Salary : $20 - $22