Administrative Assistant

The Opportunity

We are actively hiring for an experienced Administrative Assistant to join our team. As the Administrative Assistant, you will work with the Executive Director in managing day-to-day functions. The administrative assistant will also act as a liaison between the facility and the outside community. You will report directly to the Executive Director and must be familiar with all their duties and be able to fill in, in the event the Executive Director is unable to perform a duty or requirement.

What You’ll Do

Communication

• Politely, and with a strong customer service approach, answer, and forward incoming calls. Follow up as needed to assure that the caller has received what is needed to effectively move the call through the system.
• Provide information about residence & services when Executive Director is not available.
• Greets and assists visitors such as, potential residents, sponsors, job applicants, etc.
• Maintains all marketing materials & distribute to prospective residents, family members, community leaders, and referral sources.

Budgeting and Record Keeping

• Maintains office supplies so that par levels are adequate and while remaining within budget.
• Accurately maintain petty cash account in accordance with established financial and accounting standards.
• Maintains personnel files and resident files in a confidential and orderly fashion. This includes compliance with the Health Insurance Portability and Accountability Act, or HIPAA, which mandates that administrators maintain the privacy of each resident.

What You’ll Bring

Experience & Education

• High School diploma or general education degree (GED).
• Excellent interpersonal, written, and verbal communication skills are essential.
• Organizational skills to effectively meet competing priorities.
• Must be able communicate effectively in an interdisciplinary care setting to residents, families, staff members, representatives of the community and government agencies.
• Ability to perform computations consisting of rates, ratios, and percentages.
• Familiarity with scheduling and communication software.