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Administrative Support Specialist

2 months ago

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

Objective:

The main objective of this position is to facilitate the efficient management of correspondence, menu reproduction, meal count preparation, and billing for special events, alongside maintaining necessary records for daily and monthly financial processes.

Role Summary:

This job description aims to delineate the responsibilities associated with this specific role. It is acknowledged that in the service sector, not all scenarios can be encapsulated. We encourage the delivery of exceptional customer service while fulfilling job responsibilities. The absence of particular tasks does not imply that they should not be completed. This description outlines general duties and establishes the framework for executing additional tasks as directed by higher management.

Key Responsibilities:

  1. Foster positive working relationships with colleagues across departments.
  2. Assist in the planning, development, organization, and execution of departmental initiatives as instructed.
  3. Coordinate departmental services with other teams.
  4. Comply with all organizational policies and procedures.
  5. Perform administrative tasks including filing, form completion, memo reading, and attending meetings as required.
  6. Create and sustain a welcoming customer service atmosphere.

Training and Development:

Engage in all mandatory training sessions and educational opportunities.

Participate in workshops, seminars, and courses as directed.

Health and Safety:

Implement and uphold safety protocols while executing job functions.

Report any injuries to a supervisor without delay.

Utilize proper lifting techniques and assist others when necessary.

Notify supervisors of any unsafe conditions or equipment.

Maintain a clean and hazard-free workspace.

Adhere to infection control protocols as applicable.

Be familiar with and follow emergency plans.

Use personal protective equipment when handling potentially infectious materials.

Equipment and Supplies Management:

Immediately report any equipment failures or issues.

Notify the appropriate personnel when supplies are low.

Utilize equipment for its designated purpose.

Follow established procedures when operating equipment.

Resident Rights and Confidentiality:

Safeguard the confidentiality of resident information.

Handle resident property with care and respect.

Knock before entering a resident's room.

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

Uphold the civil rights of residents.

Compliance and Regulations:

Adhere to all OSHA and CDC guidelines.

Review Material Safety Data Sheets before working with chemicals.

Treat all colleagues equitably, regardless of personal characteristics.

Comply with all relevant local, state, and federal regulations.

Complete annual compliance training and demonstrate conduct as outlined in the code of conduct.

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

Competency in Home Care:

Exhibit proficiency in the following areas:

  1. Maintaining client confidentiality
  2. Promoting consumer control and independent living
  3. Assisting residents with daily living activities as appropriate
  4. Recognizing and reporting changes in client status
  5. Practicing basic infection control and universal precautions
  6. Understanding emergency protocols
  7. Completing necessary documentation
  8. Reporting abuse and neglect as per departmental guidelines
  9. Managing challenging behaviors appropriately

Committee Participation:

Serve on committees as assigned and contribute fully to discussions.

Specific Job Duties:

Engage in daily, weekly, and monthly financial processes.

Maintain adequate office supply levels and reorder as necessary.

Calculate and document nourishment costs.

Handle incoming calls, record messages, and relay them promptly.

Manage petty cash disbursement and reconciliation.

Daily Responsibilities:

  1. Post invoices on transmittals.
  2. Distribute mail.
  3. Issue petty cash.
  4. Maintain personnel files and time records.
  5. Answer phone calls.
  6. Organize general files.
  7. Type correspondence.
  8. Reconcile guest meal charges.
  9. Balance café cash drawer.
  10. Type and distribute daily menus.
  11. Maintain customer counts.

Weekly Responsibilities:

  1. Complete weekly operational reports.
  2. Type weekly menus.
  3. Prepare menu spreadsheets.
  4. Document employee/manager meeting minutes.
  5. Process payroll timesheets.
  6. Reconcile and reimburse petty cash.
  7. Analyze payroll hours.
  8. Order office supplies.
  9. Reproduce necessary forms for service.

Monthly Responsibilities:

  1. Compile customer counts.
  2. Complete month-end accounting files.
  3. Total nourishment costs.
  4. Summarize inventory.
  5. Prepare food cost summaries and client revenue reports.
  6. Handle special function billing.
  7. Conduct liquor inventory and place orders.
  8. Perform additional duties as assigned.