Admin Assistant

4 days ago

Tucson, United States PARK Senior Villas Houghton Full time

Park Senior Villas at Houghton is hiring an Administrative Assistant

Part Time Position (Two days a week)

Must be able to work Saturday.  

The Administrative Assistant is responsible for customer service and clerical and administrative support to the Executive Director.  Responsibilities include processing accounts receivable, accounts payable, and office supply ordering.  This position also assists with marketing events, tours and directing frontline customers and questions.  The Administrative Assistant assists the Executive Director with implementation of policies and management of the front office.

Administrative

  • Provide clerical and administrative support to the Executive Director and department supervisors.
  • Answer incoming calls and direct accordingly.
  • Distribute mail to Executive Director and other departments daily.
  • Assist with accounts receivable including collection of rent and daily banking deposits.
  • Process invoices for accounts payable and enter into budget tracking system.
  • Order clerical and office supplies for departments as directed by BOM.
  • Ensure maintenance of business office equipment.
  • Maintain an organized and neat office area, including records.  Purge records and store neatly per company guidelines.
  • Prepare correspondence as necessary and directed by Executive Director.
  • Develop knowledge of community policies, procedures and state/federal regulations pertaining to personnel, resident trust, and billing.
  • Schedule and assist with interviews for caregivers, assistant caregivers and other open positions.
  • Gather and monitor all necessary documents for new employees including reference checks, certifications, fingerprint clearance cards, TB test, CPR/first aid, identification, and all other required documents.
  • Assist the Scheduler with staffing duties, including periodic coverage of staffing phone and filling caregiver shifts.
  • Assist the Executive Director or other departments with additional administrative duties as assigned.

 Sales

  • Assist Executive Director & Sales Director and other department supervisors with prospective tours and marketing events.
  • Create resident folders, maintain appropriate sales materials and enter data in CRM tracking program.

 Customer Service

  • Possess and maintain knowledge of the community, its benefits, services, residents, families, and employees.
  • Provide support with incoming calls, in a warm, pleasant, and professional manner.  Take detailed messages when appropriate.
  • Greet all visitors, residents, family members, and employees in a warm and helpful manner.
  • Provide other assistance with resident services as requested by supervisor.
  • Provide sales assistance, including tours of the community when designated staff is not available.

 Qualifications:

  • Genuine concern for and ability to work with the elderly.
  • Ability to manage and prioritize a large, complex workload within deadlines.
  • Possess sufficient communication and language (orally and written) skills to perform job duties and communicate with residents, other staff, family members, etc., as needed.
  • Ability to make sound, mature decisions.
  • Ability to perform basic accounting and bookkeeping transactions.
  • Professional telephone answering skills.
  • Intermediate computer skills with knowledge of Microsoft Office software (Word, Outlook, and Excel).
  • Intermediate to advanced skills in operating office equipment: facsimile, copier, laminator, etc.
  • Must be able to utilize standard precaution knowledge and infection control measures where required.
  • Ability to work with superiors and within the parameters of corporate policies and procedures.
  • Must be able to safeguard confidential information and abide by all H.I.P.P.A. laws.

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