What are the responsibilities and job description for the Community Services Administrative Assistant position at The Forest at Duke?
POSITION: Administrative Assistant
DEPARTMENT: Community Service
General Purpose
Under the direction of the Director of General Services, the Administrative Assistant provides operational and administrative support to the General Services department.
Qualifications
Exhibits a professional and cooperative spirit with the management team, all Forest staff and residents.
If you’ve got what it takes to become one of our newest Team Members, we’d like to hear from you! Please complete our online application now for prompt consideration!
The Forest at Duke is committed to equal employment opportunity without regard to race, color, sex, disability, religion, national origin, age, genetic information, gender, gender identity or any other class of unique or protected character.
DEPARTMENT: Community Service
General Purpose
Under the direction of the Director of General Services, the Administrative Assistant provides operational and administrative support to the General Services department.
Qualifications
- High School diploma (College degree preferred).
- Two or more years of prior administrative experience.
- Proficient in Microsoft Office Suite (Word/Excel/Outlook/PowerPoint).
- Strong computer/keyboarding skills (must be able to type at least 60 wpm).
- Ability to maintain a data base system.
- Prior customer service/receptionist experience preferred.
- Must be able to read, write, and communicate orally in English.
- Must be able to work independently.
- Service driven and a positive attitude.
- Personable and approachable.
- Must be able to maintain positive and professional relationships and interactions with residents, guests, vendors, contractors and staff.
- Excellent organizational and time management skills.
- Detail-orientation with the production of high quality work.
- Ability to meet deadlines and follow-up timely with customers.
- Ability to maintain confidentiality of information.
Exhibits a professional and cooperative spirit with the management team, all Forest staff and residents.
- Greets guests, residents, vendors/contractors, and team members and assists with resident relations.
- Answers telephone for Maintenance, Housekeeping, and Security and takes messages and requests for repairs.
- Maintains the Work Order Data Base (currently WorxHub), creating Work Orders and assigning them to appropriate Techs.
- Meets regularly with supervisor and department managers.
- Supports department managers as necessary in clerical capacity.
- Establish and maintain accurate records and filing system.
- Covers front desk as needed.
- Creates, gathers, and inputs equipment information into the preventive maintenance files.
- Schedules service to each piece of equipment in coordination with Maintenance Supervisor.
- Contacts contractors as directed by appropriate supervisor.
- Facilitates birthday and sympathy cards that are sent on behalf of the Director of General Services.
- Assists with the purchasing and inventory control of all department supplies.
- Records, maintains, and distributes Minutes of certain meetings as assigned.
- Maintains and updates the Community Services department’s policy and procedures manual(s) in coordination with Director team as assigned and necessary.
- Answers or refers inquiries from residents, families, team members, or public regarding the community.
- Assists in implementing The Forest’s Diversity Program as it relates to the department.
- Adheres to The Forest at Duke’s employment and confidentiality agreements, remains up-to-date on HIPAA training requirements, understands the importance of proper handling and disposal of ePHI, and agrees to follow HIPAA regulations.
- Ensures all contractors doing business at The Forest have a record of liability insurance and W-9 on file with Accounting.
- Notifies Security and Risk Manager or designee as to anticipated arrival of new residents to ensure Security/Maintenance orientation.
- Maintains telephone and cable services as requested by individual supervisors. Notifies Security as needed for escorts.
- A beautiful campus and work environment filled with friendly people.
- Competitive compensation based on experience.
- Low cost health insurance coverage (major medical, FSA, vision, dental, AD&D).
- Life and disability insurance coverage paid 100% by The Forest.
- 403B retirement plan with generous company match.
- Paid sick and vacation time.
- Employee wellness and recognition program.
If you’ve got what it takes to become one of our newest Team Members, we’d like to hear from you! Please complete our online application now for prompt consideration!
The Forest at Duke is committed to equal employment opportunity without regard to race, color, sex, disability, religion, national origin, age, genetic information, gender, gender identity or any other class of unique or protected character.