Administrative Assistant

Company Description

Thomas Rest Haven is a place where residents are not just cared for but cared about! We are a city owned, not for profit, community involved, family orientated, work life balance, empowering place to work!!

Job Description

1. Answers telephone, routes calls, receives and transmits messages to facility personnel and residents.    
2. Greets visitors to the facility and directs them to the proper areas.  
3. Makes delivery of flowers or other gifts that arrive at the facility for residents. 
4. Performs typing, photocopying, and mailing for the administrator and department supervisors as requested.    
5. Complies data and prepares reports, agendas, and schedules as requested. 
6. Maintains office equipment in safe, working condition and is responsible for maintaining inventory of office supplies.
7. Maintains all confidential employee work and health records in an orderly manner and is responsible for arranging for the timely and orderly orientation of all new facility employees. 
8. Manages the ordering of all facility employee uniforms. 
9. Maintains the facility nurse aide registry in accordance with state and federal regulations. 
10. Schedules and arranges meetings and appointments for department supervisors as requested.
11. Reports for work with clean, neat appearance and consistently presents professional image. 
12. Accepts assigned duties, instructions, or correction in a cooperative manner, voicing concerns or disagreement in a professional manner through established chain of authority according to established procedures.
13. Assumes accountability for compliance with all federal, state and other regulations that are within the scope of job duties and of which the employee has been informed. 
14. Observes safety hazards and emergency situations, and reports to appropriate person or takes corrective action according to established procedures, and works safely without danger to self or to others.
15. Protects residents’ rights and maintains effective employee relations and customer relations in all interactions with others.
16. Maintains confidentiality of residents, employees, and other facility business information. 
17. Performs other related duties and projects as assigned by the administrator. 

PHYSICAL ACTIVITY REQUIREMENTS:

Lifting Requirements:

Routinely engages in light to medium physical activity as associated with handling office materials, manuals, and employee records, filing, attending to office equipment maintenance and repairs, and assisting residents and visitors in and out of the facility and vehicles.  May need to occasionally push or pull occupied wheelchairs in excess of 100 pounds while assisting non ambulatory residents in and out of the facility.  May be required to push a piano or other large instruments on wheels to group or individual sessions if needed.  Lifts up to 35 pounds. 

Carrying Requirements:

Will be required to carry equipment and other items not to exceed 35 pounds. 

Sight Requirements:

The Receptionist/Administrative Secretary is required to have vision corrected to average to assess and respond to resident needs.  Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

Hearing Requirements:

The Receptionist/Administrative Secretary is required to have normal range of hearing, as corrected and in order to respond to resident/staff/physician/family communication. 

Socialization Requirements:

The Receptionist/Administrative Secretary is required to work with staff members of all facility departments.  The ability to get along and socialize with others including residents and families is essential.  Good communication skills are required. Able to routinely interact with individuals (residents, family members, staff) who may be discourteous, tactless, demanding, verbally or physically threatening or abusive, angry or hostile, emotionally vulnerable or mentally ill, vulgar or mean-natured.  Routinely called upon to control own emotions and behavior so as to protect residents rights and to respond professionally in accordance with effective customer and employee relations. 

Other Physical Requirements:

While performing the duties of this job, the Receptionist/Administrative Secretary is frequently required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. 

Environment:

• Exposure to office equipment and chemicals such as copier toner and office supplies.
• Exposure to moderate  high noise level in the work environment.
• Minimal risk of exposure to infections through close contact with residents
• Frequent work interruptions may occur. 

Qualifications

High school graduate required.  Post secondary education in accounting, business, and/or computers is preferred.  Must be functionally literate in English in both written and spoken word.

Additional Information

Benefits Include: •Health Insurance •Vision Insurance •Life Insurance •Dental Insurance *AFLAC •IPERS •457 ***Life Insurance paid by Facility!! ****Personal Time *A positive home-like atmosphere while providing care for our amazing residents!*

All of your information will be kept confidential according to EEO guidelines.