Administrative Assistant

POSITION SUMMARY:

The Administrative Assistant assists with the day-to-day operations by providing friendly, respectful, and professional assistance to residents, families, visitors, and staff. This position communicates and coordinates with departments across the organization and provides administrative support to the Facilities department by organizing, dispatching, and tracking internal Facilities tasks to help ensure operations run smoothly and efficiently.

ESSENTIAL FUNCTIONS OF THE POSITION

Administrative, IT, & Communication Support:

• Supervision of Driver which includes maintaining daily and weekly schedule.
• Communicates and coordinates with the Driver to facilitate trips for residents to town, pharmacy pick-ups, errands, etc.
• Maintains an overview of daily schedule and online calendar.
• Daily posting of residents that are off hill.
• Central receiving of daily sweep.
• Uses Electronic Health Record system for uploading and monthly audit reporting out to various departments.
• Assists Admissions department with uploading/adjusting demographic and contact information into EHR.
• Assists the Operations Manager and Senior Management with administrative needs.
• Uses online payroll and HR system to access employee information including birthdays and anniversaries.
• Updates resident team’s list weekly.
• Ensures databases are regularly updated and supports in organizing SharePoint folders.
• Maintains office supplies.
• Answers telephones from 8am-4pm.
• Undertakes copying, various internal communication updates, and organizational projects as needs arise or as requested.
• Assists with communication between Work Program and Main House staff using radio.
• Receives, sorts, and distributes mail and packages daily.
• Oversees Copy Room including photocopier, fax machine, paper shredder.

Facilities Coordination and Support:

• Coordinates and executes the day-to-day administrative needs of the Facilities department.
• Receives, organizes, and maintains centralized tracking of Facilities requests and assigned tasks.
• Dispatches Facilities tasks to appropriate Facilities staff in coordination with the Operations Manager.
• Maintains the Facilities department calendar, supports employee scheduling, and coordinates daily and weekly work plans.
• Tracks Facilities tasks, follows up on status, and communicates updates internally to help ensure completion on time.
• Supports Facilities employee timekeeping and payroll processes and completes assigned accounts payable and accounts receivable functions.
• Maintains Facilities records and protocols and communicates internal Facilities needs and reminders as directed.

External Coordination:

• Greets and registers families, visitors, and vendors and assists them in connecting with appropriate person(s).
• Coordinates the sale of ranch made products.
• Coordinates resident appointments in close collaboration with Nurse and Resident Care staff.
• Event assistance

COMMUNITY RESPONSIBILITIES:

• Demonstrates an understanding and commitment to the SLR Mission, Vision and Core Values.
• Represent Spring Lake Ranch professionally and positively to others including: families, doctors, therapists, vendors, other providers, employers, volunteer contacts, friends, interns, volunteers, visitors, candidates, the general public, etc.
• Maintain respectful, therapeutic, and supportive relationships with Spring Lake Ranch residents and clients at all times.
• Maintain resident/client privacy by keeping personal information confidential in accordance with federal HIPAA legislation and Spring Lake Ranch policies and procedures.
• Demonstration of healthy boundaries in interactions with residents in community.
• Willing to draw upon own personal talents, interests, and passions to develop special programming for the community and develop relationship with individuals.
• Participate in holidays and other Ranch special events throughout the year.
• Attend weekly staff and department meetings and staff development opportunities, meeting the licensing training requirements for position.
• Crisis intervention and assistance as needed.
• Other duties as requested.

QUALIFICATIONS:

• High school diploma or GED required. Some college preferred.
• Previous experience in mental health and/or substance abuse recovery is strongly preferred.
• Position will entail physical work consisting of moderate (40 lbs.) lifting, carrying, etc. This position consists of a combination of sitting, standing, and walking.
• Proven proficient ability to use independent judgment, problem solving skills, organizational ability, interpersonal/mentoring skills, public speaking, and teamwork skills.
• Demonstrated commitment to dependability, flexibility, and confidentiality.
• Strong computer skills, proficient in Microsoft Office Suite.
• Office equipment troubleshooting skills.
• Conflict resolution skills.
• Ability to work with minimal supervision.
• Ability to accept supervision, guidance, and feedback.
• Driver's License and good driving record.

Pay: $46,800.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $46,800