Administrative Assistant

Responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner.

Reports to the Administrator
Class: Non-Union Exempt

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ESSENTIAL JOB FUNCTIONS

Oversees all aspects of general office coordination.
Provides customer and personal services, including, but not limited to, customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction.
Maintain office calendar to coordinate work flow and meetings as needed.
Maintain confidentiality in all aspects of resident, staff and facility information.
Monitor and assist with maintenance of the facility’s website.
Interact with residents, visitors and vendors.
Answer telephones and transfer to appropriate staff member.
Open, sort and distribute incoming correspondence, including faxes and email.
Sign for and distribute UPS/Fed Ex or similarly delivered packages.
Prepare responses to correspondence containing routine inquiries.
Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.
File and retrieve organizational documents, records and reports.
Coordinate and maintain records for staff, office space, telephones, pagers, parking, office keys and lockers.
Coordinate and direct office services, such as records, personnel and housekeeping.
Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation.
Prepare agendas and make arrangements for meetings.
Attend meetings as requested in order to record minutes.
Compile, transcribe and distribute minutes of meetings.
Collect and maintain inventory of office equipment and supplies.
Research, price and purchase office furniture, equipment and supplies.
Arrange for the repair and maintenance of office equipment.
Oversee the coordination of the Security contract and daily operations of the security company.
Maintain the facility’s policies and procedures in digital format.
Oversee the facility’s records management processes.
Assist other departments with any office duties and/or projects as assigned by the Administrator.
Perform other related duties as assigned or required by Administrator.

MATERIAL AND EQUIPMENT USED

Handles equipment and supplies in a safe manner.
Reports any unsafe conditions to the appropriate supervisory staff
Reports any injuries incurred by residents to the unit nurse immediately.
Follows established policies and procedures, including appropriate dress, etc.
Responds to fire, accident and disasters as instructed.
Ability to operate standard office equipment, including, but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines.

EDUCATION AND PREVIOUS RELATED EXPERIENCE

A minimum of a high school degree or equivalency is required.
College education preferred.
At least three (3) years experience in general office responsibilities and procedures.

KNOWLEDGE, SKILLS AND ABILITIES:

Must be able to read, write, speak and understand the English language.
Knowledge of principles and practices of basic office management and organization.
Must possess good writing, analytical and problem-solving skills.
Ability to work well either alone or as part of a team.
Knowledge of principles and practices of organization, planning, records management and general administration.
Able to communicate effectively.
Must possess the ability to make independent decisions when circumstances warrant such action.
Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
Must be able to work harmoniously with other facility staff.
Must possess patience, tact, cheerful disposition and enthusiasm, be respectful and flexible.
Must maintain strict confidentiality in performing all duties.
Must be honest, trustworthy and demonstrate sound work ethics.
Must possess cultural awareness and sensitivity.
Must be proficient in Microsoft Office (i.e. Excel, Word, etc.)

Ability to:

(With or without the aid of mechanical devices)
Must be able to speak and write the English language in an understandable manner.
Must be able to move intermittently throughout the day.
Must be able to cope with the mental and emotional stress of the position.
Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so the requirements of the positions can be met.
Must function independently and have flexibility, personal integrity and the ability to work effectively with residents, personnel, volunteers and support services.
Must be in good general health and demonstrate emotional stability.
Must be able to relate and work with ill, disabled, elderly, emotionally upset and hostile people within the facility.
Must be able to lift, push, pull a minimum of 50 pounds.
Must be able to assist in the evacuation of residents.

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THANK YOU FOR CONSIDERING THE COUNTY OF WILL AS A POTENTIAL EMPLOYER.
APPLICATIONS ARE ONLY ACCEPTED FOR CURRENT JOB OPENINGS.
Equal Opportunity Employer