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Administrative Support Specialist

2 months ago

Newtown Square, Pennsylvania, United States White Horse Village Full time
Job Overview

Objective:

The primary objective of this position is to facilitate the efficient operation of the office by managing correspondence, preparing meal counts, and maintaining accurate billing for special events. This role also involves the creation of menu spreadsheets and ensuring proper record-keeping for daily and monthly accounting tasks.

Role Summary:

This job description aims to clarify the responsibilities associated with this role. While it encompasses a wide range of duties, it is acknowledged that the service industry may present unique situations that are not explicitly outlined. We encourage the delivery of exceptional customer service while fulfilling job responsibilities. The absence of specific tasks does not imply that they should not be completed. This description outlines general responsibilities and establishes a framework for additional tasks as assigned by supervisory personnel.

Key Responsibilities:

  1. Foster positive working relationships with colleagues across departments.
  2. Assist in the planning, development, and execution of departmental initiatives as directed.
  3. Coordinate departmental services with other areas as needed.
  4. Comply with all organizational policies and procedures.
  5. Perform various administrative tasks including filing, completing forms, and attending meetings as required.
  6. Establish and maintain a welcoming customer service environment.

Training and Development:

Participate in all mandatory training sessions and educational opportunities.

Engage in workshops, seminars, and coursework as directed.

Health and Safety:

Implement and adhere to safety protocols while executing job responsibilities.

Report any injuries to a supervisor immediately.

Utilize proper lifting techniques and assist others when necessary.

Notify supervisors of any unsafe conditions or equipment.

Maintain a clean and hazard-free workspace.

Follow all infection control protocols as applicable.

Be familiar with and adhere to emergency plans.

Use personal protective equipment when required.

Equipment and Supplies Management:

Report equipment malfunctions promptly.

Notify the appropriate personnel regarding low or depleted supplies.

Utilize equipment for its intended purpose and follow established procedures.

Client Rights:

Ensure the confidentiality of client information.

Handle client property with care and respect.

Knock before entering client rooms.

Ensure clients are treated with fairness and respect, honoring their individuality and privacy.

Uphold clients' civil rights.

Regulatory Adherence:

Comply with all OSHA and CDC guidelines.

Review Material Safety Data Sheets before handling chemicals.

Treat all team members equitably, regardless of personal characteristics.

Adhere to all relevant local, state, and federal regulations.

Complete annual compliance training and demonstrate behavior consistent with the code of conduct.

Follow the organization's code of conduct in all job-related activities.

Home Care Competency:

Demonstrate proficiency in the following areas:

  • Maintaining client confidentiality
  • Promoting consumer control and independent living
  • Assisting clients with daily living activities as appropriate
  • Recognizing and reporting changes in client conditions
  • Practicing basic infection control and universal precautions
  • Understanding emergency protocols
  • Completing necessary documentation
  • Reporting abuse and neglect appropriately
  • Managing difficult behaviors effectively

Committee Participation:

Serve on assigned committees and engage fully in committee activities.

Specific Duties:

Participate in daily, weekly, and monthly accounting processes.

Maintain adequate office supply levels and reorder as necessary.

Calculate and record nourishment costs.

Manage incoming calls, record messages, and ensure timely distribution.

Oversee petty cash disbursement and reconciliation.

Daily Responsibilities:

  • Post invoices on transmittals.
  • Distribute mail efficiently.
  • Issue petty cash as needed.
  • Maintain personnel files and time cards.
  • Answer telephone inquiries.
  • Organize general files.
  • Type various correspondence.
  • Reconcile guest meal charges.
  • Balance café cash drawer.
  • Type and distribute daily menus.
  • Track customer counts.

Weekly Responsibilities:

  • Complete weekly operational reports.
  • Type weekly menus and posted menu spreadsheets.
  • Document employee/manager meeting minutes.
  • Process payroll timesheets.
  • Reconcile and reimburse petty cash.
  • Analyze payroll hours.
  • Request office supplies as needed.
  • Reproduce necessary forms for service.

Monthly Responsibilities:

  • Compile customer counts.
  • Complete month-end accounting files.
  • Calculate total nourishment costs.
  • Summarize inventory.
  • Prepare food cost summaries and client revenue reports.
  • Manage special function billing.
  • Conduct liquor inventory and place orders.
  • Perform additional duties as assigned.