Administrative Assistant

Job Summary:

The Administrative Assistant is responsible for ensuring efficient operation of the front desk, maintaining a clean and organized environment, and providing exceptional customer service to residents, families, vendors, and staff. This position involves handling clerical duties, directing communications, and supporting human resources and facility operations.

Duties and Responsibilities:

1. Telephone and Visitor Management (25%)
   • Answer all incoming telephone calls promptly and direct them professionally to the appropriate areas.
   • Greet and direct visitors, family members, and vendors to the correct locations.
2. Clerical and Administrative Support (20%)
   • Perform clerical tasks such as typing, copying, faxing, filing, and distributing documents as needed.
   • Assist with human resources functions, including verifying previous employment, providing employment dates for terminated staff, and maintaining training logs.
   • Handle resident membership fund accounts and maintain records accurately.
3. Customer Service (15%)
   • Provide exceptional customer service to residents, families, staff, and visitors.
   • Handle inquiries with warmth and professionalism to promote a welcoming atmosphere within the facility.
4. Mail and Office Management (10%)
   • Distribute meal tickets, paychecks, mail, and other items as requested.
   • Post outgoing mail and ensure it is taken to the post office daily; manage mail for residents no longer at the facility.
   • Maintain and monitor office equipment (e.g., copiers, fax machines, nurse call systems) and report issues to service companies.
   • Keep the lobby and front desk neat and clutter-free.
5. Supply and Equipment Management (10%)
   • Place office supply orders for the campus and distribute supplies across departments.
6. Compliance and Training (10%)
   • Follow infection control guidelines and maintain all privacy rules under the Health Insurance Portability and Accountability Act (HIPAA).
   • Attend all required meetings and complete in-services and mandatory training sessions.
7. Safety and Environmental Reporting (5%)
   • Monitor for and report any safety or fire hazards, environmental deficiencies, or maintenance issues.
8. Other Duties as Assigned (5%)
   • Perform additional tasks as needed to support facility operations.

Qualifications:

• Education: High school diploma or equivalent.
• Experience: Prior experience in an administrative assistant role preferred, especially in healthcare settings.
• Skills: Excellent communication and customer service skills. Strong organizational and multitasking abilities. Proficiency in basic office software.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods.
• Ability to perform repetitive tasks and physical activities, such as bending, kneeling, and reaching.
• Ability to lift up to 10 pounds.