Administrative Assistant

The Administrative Assistant I – Assisted Living Residence performs administrative and clerical functions to maintain smooth operations and provide exceptional customer service.

Responsibilities

• Coordinates phone correspondence, mail, record keeping, filing, etc.
• Arranges meetings and maintains minutes.
• Directs and responds to inquiries and issues appropriately in the absence of supervisor.
• Creates various reports, forms, and graphs as required.
• The primary responsibilities for the Administrative Assistant I – Assisted Living Residence are: Assists with preparing charts and updating forms for new resident admissions and discharges.
• Supports the nursing staff by addressing resident non-clinical issues.
• Assists with coordinating transportation to medical appointments.
• Maintains Assisted Living Residence master files and forms.
• Creates flyers for residents and families.
• Prepares and sends email blasts to families.
• Orders medical supplies.
• Additional Duties for all Administrative Assistant I’s May Include: Prepares, organizes, updates and maintains documents, forms, logs, newsletters, policies, databases, medical records, minutes, clinical information and files.
• Ensures paper or electronic information is filed accurately in an easy to retrieve and organized system.
• May review files or paperwork for completeness, such as signatures and dates.
• Coordinates meetings and appointments by scheduling attendees, preparing agendas, confirming attendance, reserving meeting rooms and arranging for catering/refreshments as directed.
• Attends meetings and takes minutes as directed.
• May arrange meetings or appointments for patients and families and the necessary transportation for an outside appointment.
• Copies, sorts and routes documents such as mail, publications or packing slips.
• Delivers to recipients promptly.
• Sends, receives and distributes fax correspondence.
• Answers phones and handles calls appropriately using positive customer service skills.
• Takes accurate messages, routes calls and messages, and returns phone calls promptly.
• Treats all callers with professionalism, courtesy and respect.
• Keeps internal phone directories and staff rosters up-to-date.
• Facilitates communication within the unit, department or function as needed, verbally or in writing as directed.
• May maintain bulletin boards or other communication vehicles.
• Designs, writes, prepares and distributes announcements for departmental activities.
• Routes requests or prepares requisitions for various service departments such as housekeeping, finance and purchasing.
• Coordinates the ordering of supplies and/or special printing jobs.
• Ensures supplies and forms are stocked and available for departmental use.
• Greets visitors, notifies Loretto staff members of visitor arrival, and escorts or directs visitors to proper location.
• May explain facility rules, i.e., visiting hours.
• May guide resources to meet resident/family member needs.
• Assists with routine projects and activities for the unit, department or function.
• Covers other units/departments/functions when directed.
• Keeps office equipment operating by following operating instructions, troubleshooting breakdowns, maintaining supplies, and calling for repairs.
• Maintains work station and surrounding area in a neat and organized fashion.
• May assist in the evacuation of residents and participants during emergencies.
• May answer the resident call system.
• Qualifications 0-3 years of administrative or secretarial experience.
• Working knowledge of medical terminology.
• Ability to interact with ill, disabled, elderly and at times emotionally upset people within the facility in a positive, respectful manner.

Requirements

• High school diploma required.
• Typing skills minimum 50 wpm.
• Demonstrated organizational skills.
• Ability to prioritize tasks and work with interruptions.
• Ability to understand and carry out complex oral and written instructions.
• Interpersonal and customer service skills to deal positively with supervisors, colleagues, families, internal and external customers, including governmental agency employees.
• Proven oral and written communication skills.
• Ability to compose email with a professional tone.
• Proficient with MS Office and able to learn new software rapidly.
• An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements

Pay

• Walking 10.00% Sitting 80.00% Standing 10.00% Lifting nominal, up to 25lbs.
• Pay Range - $19.04 - $22.42/hour, based on experience

Benefits

• Excellent medical, dental, prescription and vision insurance
• Disability coverage Tuition Reimbursement Program 401(k) Retirement/Pension Plans Discounted Gym Membership Free Loretto Health Clinic Visits Generous Paid Time-Off Accrual Fun events for employees

Convenient locations with free parking

• Employee Coaches - to help you achieve life goals
• Diaper Assistance Program Opportunity for career growth and movement within 19 sites!