Administrative Assistant-HCC-PT

2 weeks ago

Ashland, United States Brethren Care Village Full time
Description

GENERAL DESCRIPTION:

Primary purpose is to perform clerical support to facility staff and act as initial contact person at main entrance.

MAJOR DUTIES AND RESPONSIBILITIES:
  1. Answers telephone, determines nature of call, and directs caller to
appropriate individual or department. Answers main switchboard calls as

needed.
  1. Assists with administrative duties as directed including typing, copying,
faxing, and distributing incoming faxes, utilizing the computer, etc.
  1. Files, collates, and arranges various information packets.
  2. Distributes various information to employees.
  3. Updates Resident information for all Departments.
  4. Receives, sorts, and collates mail for distribution to residents and Village
personnel. Forwards mail to responsible parties as directed.
  1. Stamps/records outgoing mail. Operates stamp machine and notifies
supervisor when additional postage refill is needed. Performs bulk mailings

as needed.
  1. Greets all visitors, and responds to phone calls, in a pleasant, professional
tone.
  1. Provides directions/information to visitors, guests, residents, salesmen,
surveyors, etc.
  1. Reports suspicious persons/telephone calls to supervisor.
  2. Reports equipment malfunction/breakdown immediately.
  3. Orders supplies for receptionist area, copy room, and administrator as
needed.
  1. Takes accurate messages for Village personnel and residents.
  2. Maintains strict confidentiality of all resident and Village personal
Information.
  1. Performs other duties as assigned by the Director of Assisted Living.
  2. Creates flyers, invitations, calendars, and newsletters.
  3. Ordering supplies for all departments as needed.
  4. Kronos
NON-ESSENTIAL RESPONSIBILITIES:
  1. Attends and participates in in-service classes.
  2. Follows all safety procedures.
  3. Assures the reception area/lounge are maintained in a neat orderly fashion.
ASSIGNMENT, REVIEW, AND APPROVAL OF WORK:
  1. Normally receives instruction from the Administrative staff.
Review/approval of work completed by the respective Administration staff

member providing assignment.

RESPONSIBILITY AND DECISION-MAKING AUTHORITY:
  1. Decision making is limited to specific responsibilities as assigned.
EDUCATION & EXPERIENCE:
  1. Requires a minimum of 12 years education.
  2. Prior secretarial experience helpful.
  3. Experience with computers/Microsoft Office -Word, Publisher, Excel, etc.
EQUIPMENT OPERATION:
  1. Telephone
  2. Postage meter
  3. Paging equipment
  4. Copy machine
  5. Fax machine
  6. Label maker
  7. Computer
  8. Calculator
REPORTIN PREPARATION:
  1. Oral and written reports as needed
SPECIFICATIONS - MENTAL/PHYSICAL:
  1. Must be able to write and speak English language.
  2. Must be able to make independent decisions and remain calm in emergency situations.
  3. Must possess ability to deal tactfully with personnel, residents, family members, visitors, and general public.
  4. Minimum of 18 years of age and of good moral character.
  5. Must be able to type 50 words/minute accurately.
  6. Must be able to move intermittently throughout the day with frequent interruptions.
  7. Must be able to cope with the mental and emotional stress of position.
  8. Must possess sight/hearing senses or use prosthetics that enable these senses to function adequately so that the requirements of the position can be met.
  9. Must be flexible in working hours of vacation and sick time.
  10. Must have a pleasant speaking voice.
  11. Must be able to pick up to 25 lbs. occasionally.
  12. Bends, kneels, stands, pushes, and pulls occasionally.
  13. Must function independently, have flexibility, personal integrity, and the ability to work effectively with other personnel.
RELATIONS WITH OTHERS:
  1. Must be able to communicate well with visitors, sales representatives, surveyors, and the general public.
  2. Must have cheerful personality and work harmoniously with all residents, families, visitors, and regulatory personnel.
  3. Must maintain all resident and staff information in a confidential manner.
LEARNING PERIOD REQUIRED:
  1. Ninety (90) day probationary period.
WORK ENVIRONMENT:
  1. Indoors- well lighted and ventilated area. Subject to possible falls, odors, and injuries from equipment. May be exposed to infectious waste, diseases, chemicals, and various viruses, including Hepatitis B and AIDS.
  2. Outdoors- possible exposure to weather extremes.


This position description contains the major responsibilities required to perform this job. These responsibilities may change at any time to better meet the needs of our clients, residents, or agency.

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