What are the responsibilities and job description for the Administrative Assistant (As needed) position at Attic Angel Community?
Administrative Assistant - PRN/As Needed
Come work at Madison’s #1 Senior Living community!
Attic Angel Community is a retirement community based out of Middleton that provides high-quality services in a caring and personalized atmosphere that respects the dignity, encourages the independence, and enhances the quality of life of each resident.
Job Purpose: Performs receptionist and administrative functions for Resident Services staff, and other departments, as assigned by the Administrative Supervisor. Receptionist functions include handling calls on the central telephone system, handling resident requests, work orders, screening visitors, sorting and distributing mail, and assisting residents, families, staff, volunteers and visitors with requests. Administrative clerical tasks can include Medical Record Uploads, note taking, editing memos and documents.. All functions are performed to assure provision of quality services to Attic Angel Place residents. This role is an as needed position with no guarantee of set or regular hours each week.
Essential Job Duties (in order of priority):
- Stationed at main Reception Desk answering incoming calls, transferring calls, and taking messages as appropriate.
- Maintains a compliance with HIPPA procedures, protocols, and resident rights to protect resident identity, safety, and well-being.
- Responsible for checking in Apartment residents each morning at 11:00 a.m.
- Performs administrative and clerical functions as directed by the Admin Supervisor, Campus Executive Director, or other Supervisors.
- Screens visitors and handles inquiries, as appropriate, and refers them as needed.
- Responsible for entering status changes when residents go are out of the community.
- Assists all departments with execution of communication, memos, or activities throughout the communication.
- Distributes and sorts mail
- Enters residents' requests for Maintenance and IT service through proper protocol.
- Makes photo copies as necessary.
- Sells resident stamps or various other supplies
- Schedules facility room reservations on the reservation system.
- Provides and processes admission information as prescribed in the Reception Info Binder.
- Assembles Admission packets, brochure packets, and monitors stocks of such materials.
- Records all events and incidents of note in Attic Angel Place Log.
- In the event of an emergency, follows through with all the appropriate Emergency Procedures as outlined in the Reception Info Binder.
- Opens/Closes main entrance according to prescribed procedures.
- Develops and maintains effective working relationships with residents, their families, fellow employees, volunteers, and the general public.
- Exemplifies professional conduct.
- Uses the POS System to maintain accuracy with charges and monetary transactions.
- Responsible for following and enforcing all infection control protocols as required by the DHS, Public Health, and the Attic Angel clinical leadership team.
- Other duties as assigned.
Education:
- High school diploma.
Knowledge, Skills & Abilities:
SPECIFIC REQUIREMENTS:
- Ability to read, write, and speak the English language using proper grammar, and to follow oral and written instructions.
- Ability to operate a variety of office machines including a computer, central telephone system, photocopier, FAX software, laminating machine, and calculator.
- Understanding of HIPPA compliance and resident rights.
- Ability to learn and operate word processing and spreadsheet programs.
- Typing skills at minimum net rate of 40 words per minute and excellent organizational skills.
- Independent worker with the ability to use sound judgment and discretion in performance of duties and in public contact; requires little supervision.
- Trustworthy and dependable, with willingness to accept suggestions and ability to cooperate.
- High degree of personal cleanliness and hygiene, neat and well groomed in appearance.
- Exhibits a sincere desire to work with the elderly, and an interest in the understanding of the aging process.
- Capability of a flexible work schedule with weekend, evening, and holiday duties.
- Successfully completes a physical exam and TB skin test or chest x-ray, as necessary.
Licenses & Certifications: N/A