Administrative Assistant, Assisted Living
Part-Time, 16 hours per week
A minim of 3 years of experience in an administrative assistant or secretarial position required.

Looking for someone with periodic flexibility to work full-time hours on occasion to cover leaves of absence, etc.

JOB SUMMARY

This job provides administrative and clerical support to Village Assisted Living Marketing Coordinator and Administrator. Administrative duties include typing, preparing correspondence, scheduling meetings, maintaining files and screening callers. Will also be responsible for assisting with the admission of residents. Supportive of Village mission, values and service/hospitality (PRIDE) expectations. Completes training hours as required by policy.

ESSENTIAL JOB FUNCTIONS

• Maintains the financial folder for each resident assuring all rate increase information is communicated to the resident/family member in a timely manner and is reflected in the system.
• Provides initial customer service by receiving visitors and directing inquiries to appropriate area.
• Serves as point of contact for Village Assisted Living; acts as custodian of organizational records; maintains petty cash, stamps, and ticket sales; maintains office supplies and orders new supplies as needed; attends staff meetings, records and transcribes minutes and posts minutes for absent attendees; keeps the Village Assisted Living management team alert to written and oral comments, complaints, suggestions and information requests from residents, associates, guests and business representatives.
• Ensures accuracy, completeness and timeliness of resident and associated related reports; maintains databases for the department including HMX, REPS, and others.
• Provides support to Marketing Coordinator. Takes inquiry calls, conducts tours, schedules evaluations, and completes admission paperwork in absence of Coordinator.
• Complete projects as requested by Village Assisted Living Administrator.
• Obtains admission data from admissions coordinator and enters into database.
• Prepares and updates various reports, letters, memorandums and policy manuals.
• Adheres to all safety regulations and requirements.
• Handles stress well and gets along with others within the workplace and with customers outside the department.
• Maintains acceptable standards of workplace conduct.The responsibilities described above represent the primary responsibilities of the job. Other responsibilities may be assigned by the supervisor as warranted by business needs. The incumbent is expected to perform all assigned responsibilities.

ESSENTIAL QUALIFICATIONS

Education:

• This position requires the level of education typically acquired by a course of study leading to a high school diploma or GED. Post high school coursework or degree preferred.

Experience:

• A minimum of 3 years of experience in an administrative assistant or secretarial position is required.

Knowledge and Skills (required unless otherwise noted):

• Ability to type with advance keyboarding skills.
• Intermediate level knowledge of Microsoft operating system and Microsoft Word, Excel and Outlook.
• Intermediate knowledge of database management.
• Ability to manage multiple tasks and responsibilities at the same time.
• Excellent customer service skills and an ability to work with associates of all levels.
• Ability to read, analyze, and interpret documents such as safety rules, operating instructions, handbooks and procedure manuals; and carry out instructions furnished in written or oral form;
• Ability to write reports, business correspondence, and procedure manuals.

• Ability to effectively present information and respond to questions in one-on-one and small group situations to the general public, customers, clients, and other employees of the organizations.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to define problems, collect data, establish facts, and draw valid conclusions; and deal with a variety of abstract and concrete variables.

Special Work ING conditions

The associate is subject to inside environmental conditions which provide protection from weather conditions but not necessarily from temperature changes; the associate is exposed to infectious diseases; all associates may be called upon to assist other departments in a declared emergency situation.

SUPERVISION RECEIVEd & Supervision Given

Reports directly to the Marketing Coordinator. Gives no supervision.

PHYSICAL AND MENTAL DEMANDS

The physical demands described below are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Job demands include standing, walking, stooping, kneeling, crouching and/or squatting with occasional flexibility in changing positions; uses sedentary strength lifting, carrying object(s), pushing or pulling object(s); sitting, reaching, handling, fingering; talking, hearing, seeing, using near and far acuity; uses depth perception, peripheral vision and performing activities that require sharp visual focus.

EOE/D/V

Tobacco-Free

Post-Offer Background Check and Medical Screening Required.

Questions can be directed to careers@jkv.org