Administrative Assistant

Overview

Supervision and Direction:

The Administrative Assistant receives general supervision and direction from the Administrator and
will comply with established policies and procedures. In the absence of the Administrator, the
Administrative Assistant will accept advice and instruction from the Regional Director.

Key Responsibilities

• Duties and Responsibilities:
• The Administrative Assistant will be responsible for office procedures and organization providing
  service for the Administrator, Regional Director, and Department Heads.
• Specifically, the Administrative Assistant:
• 1. Provides prompt, efficient, courteous and quality service to all residents.
  2. Performs general office duties to include: answering the telephone, typing, copying, filing,
  dating and distributing all incoming mail, preparation of outgoing mail, forwards all mail to
  former residents and daily organization of office areas.
  3. Assures proper use of office equipment and procures supplies and maintenance for the
  same.
  4. Performs Receptionist duties during breaks and as needed.
  5. Issues and maintains purchase order accountability in accordance with policy.
  6. When assigned, prepares payroll time cards, data master and payroll change notices and
  attachments and submits in a timely manner.
  7. Assists Bookkeeper/Record Specialist with the preparation of employee files and keeping
  all employee files, to include required training, in compliance with company and licensing
  regulations.
  8. Maintains resident and service information and distributes to various departments.
  9. Ensures proper master forms are being utilized and maintained in inventory.
  10. Conducts presentation tours of the facility and provides assistance to marketing
  department with telephone marketing leads.
  11. Maintains adequate inventory and submits monthly inventory report to the Central Office of
  all facility marketing materials for the Assisted Living Center. Provides input to maintain
  accuracy of materials when re-ordering.
  12. Maintains effective resident relations. This includes handling of resident complaints and
  resident suggestions.
  13. Represents the facility at all times in a professional manner, communicating to the
  community, residents and residents’ families, the philosophy and mission of the facility.
  14. Handles all of the above tasks in a confidential manner.
  15. Observes and protects residents’ rights including the rights of confidentiality, privacy and
  dignity.
  16. Practices safety procedures and complies with established reporting of accidents and
  injuries.
  17. Performs other related duties that may be assigned.

Qualifications

• Previous administrative support experience

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