Administrative Assistant

2 weeks ago

Madison, United States Phoenix Senior Living Full time
Job DescriptionJob DescriptionDescription:

The Neighborhood at Madison is looking for an Administrative Assistant


The Administrative Assistant is responsible for providing human resources and accounting generalist services and programs support to the community Associates, department directors and Executive Director which meet and or exceed Phoenix quality service standards. Key areas of responsibility include assisting the Associate Director with processing payroll, daily time and attendance and human resource information system (HRIS), team member recruiting and onboarding, tracking of training, setting up and maintaining the personnel files and employment binders, benefits and worker’s compensation administration, generalist accounting and administration services and support. Responsibilities also include greeting potential residents, families, visitors, managing both external and internal calls, taking and communicating messages; other general administrative duties as well as monitoring the Bistro area for refreshments, cleanliness, music and ensuring a pleasant atmosphere.


PRINCIPLE DUTIES AND RESPONSIBILITIES

Resident Care

• Refers to the Resident Profile and addendum for every new resident

• Assist with facilitating a variety of appropriate and personalized activities which incorporates all dimensions wellness and are available throughout the day and evening with resident care associate participation

• Understands the recognition of resident changes in condition, takes appropriate action

• Assist residents to and from activity room (s) when necessary

• In memory care assist the residents to and from Life Skills and other normalizing life enriching activities and routine and assist with engagement

Sales

• Provides an overview of community information to those inquiries in support of the Community Engagement Director in marketing and sales efforts

• Ensures that the contact information for all inquiry calls and visits are clearly documented and presented to the Community Engagement Director, Associate Director, and the Executive Director

Structure

• Maintains Bistro area in an orderly manner

• Assist with Equal Employment Opportunity (EEO) and Worker’s compensation matters

• Assist with new vendor set up

• Inventories and places orders for community office supplies and work room

• Logs and distributes invoices to department directors for proper coding and approval

• Maintains Tickler Reminder tracking system to monitor and update renewals as appropriate

• Assist the Director with establishing and maintaining all personnel files and binders related to employment matters for the required length of time in accordance with state, federal and Phoenix requirements

Training

• Completes All Phoenix Academy, job specific training in the timeframe designated • Completes all training required by the state or other regulating authorities including ongoing training per regulation

• Assist the Associate director with completing all new hire paperwork and administration timely and prepares associate data for payroll and record keeping • Processes community associates training and tracking in compliance with Phoenix standards, Phoenix Academy, federal and state regulations • Assists with the orientation of new team member including new hire paperwork, overview of Associate handbook and policies and scheduling Phoenix Academy classes

Communication

• Participates in creating and maintains a warm professional environment

• Participates in regularly scheduled meetings with department directors and associates • Maintains appropriate communication with the Associate Director

• Possesses excellent communication skills, both verbal and written, and the ability to relate in a positive and professional way to a diverse resident and associate population

• Maintains and protects the confidentiality of resident information at all times

• Acts as a liaison for all associates and dedicates time each day for associate appointment to explain, assist and support an Associate with any HR, Benefit, payroll concerns

SKILLS AND ABILITIES

• Demonstrated ability to schedule and orientate staff

• Understanding of infection control procedures

• Demonstrate the ability to Plan and Organize

• Demonstrate the ability to Multitask and Manage Stress •

Proficient in using MS Office and Phoenix applications with the ability to learn new applications • Understands advanced directives and end-of-life care

• Understands and embraces the assisted living philosophy

• Demonstrated knowledge of state regulations. Proficient in using state audit compliance tools

• Is proficient in time management skills and adherence to deadlines

• Ability to work weekends, evenings and flexible hours, available for our customers at peak service delivery days and times




Requirements:

Skills/Qualifications:

Business Office | Administrative

1-year related experience, Associate/bachelor's degree preferred. Supply Management, Informing Others, Tracking/Analyzing Budget Expenses, Delegation, Staffing, and Managing Processes, ability to multitask, Supervision, Developing Standards, Promoting Process Improvement, Inventory Control, and Reporting Skills.


PHYSICAL REQUIREMENTS

In an 8 hour workday, associate may stand / walk:

Hours at one time: 0 - 2

Total hours/ day: 4 – 6

In an 8 hour workday, associate may sit:

Hours at one time: 0 - 4

Total hours/ day: 4 - 6

In an 8 hour workday, associate may drive:

30-60 minutes, 1 - 2 times a week

Associate will support / assist: (Maximum lbs)

Frequency: 50 lbs

Occasionally: 150 lbs

Associate will lift / carry (Maximum lbs)

Frequency: 40 lbs

Occasionally: 70 lbs

Height of lift: 3 – 4 feet

Distance of carry: 30 yards

Associate will use hands for repetitive:

Simple grasping, pushing, and pulling, fine manipulation

Associate should be able to:

Bend: Occasionally

Squat: Occasionally

Kneel: Occasionally

Climb: Occasionally

Reach: Occasionally, 3 feet

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