Administrative Assistant                                                                    

Reports to:  Business Office Manager

QUALIFICATION STANDARDS:

1. Knowledge, Skill and Ability:  Skill and knowledge is required in English grammar, writing and spelling.  The ability to file, maintain records, reports and other correspondence.  Also, requires skill in typing, filing, heavy telephone contact and photocopying.  May require frequent stretching, bending and lifting.  Must demonstrate oral and written communication skills in English.
2. Education:  High school diploma.
3. Experience:  Prior experience in health care field preferred.
4. Certificate/Licenses:  None.

EQUIPMENT TO OPERATE TO PERFORM ESSENTIAL FUNCTIONS:

1. Telephone
2. Copier
3. Office equipment
4. Typewriter
5. Computer

RESPONSIBILITIES:  Under minimal supervision, the Administrative Assistant performs a variety of responsible and confidential administrative duties requiring the knowledge of organizational procedures and precedents.  Provides administrative support to the Administrator and management staff, and performs related work as required.  Represents facility with callers, visitors and residents in a polite courteous manner while adhering to the facility’s policies and procedures.

ESSENTIAL JOB FUNCTIONS:  The employee must be able to perform these essential functions with or without a reasonable accommodation by the employer, without posing a direct threat to himself/herself or to others.  (This list may not include all of the duties.)

• Interacts with all residents, families, visitors and fellow employees in a mature, responsible manner to ensure a positive and professional working environment.
• Displays ability to appropriately express one’s own opinion and ideas relating to daily administrative operations and supports the final decision of the facility and supervisor.
• Maintains a professional and courteous image to all staff that is reflective of facility administration.
• Conducts all work activities with respect for the rights and wishes of residents, other employees, and visitors, including the maintenance of a pleasant, quiet environment.
• Consistently remains calm during stressful situations and vents emotions and frustrations appropriately.
• Maintains confidentiality of all resident and facility information as required by facility policy.  Discourages gossip.
• Demonstrates complete understanding of emergency procedures for department and facility.  Responds immediately to all emergency situations, maintains composure, initiates and completes proper procedure in a precise manner.
• Consistently and appropriately follows personnel policies and facility administrative policies.
• Presents a clean, professional appearance to include the wearing of a nametag.
• Uses, cleans and maintains all company equipment properly to safeguard the facility’s investment.
• Answers all incoming telephone calls in not more than three rings in a courteous manner, and efficiently transfer the caller to the appropriate extension, or pages the requested party.  If the party cannot be located, the receptionist notifies the caller and takes a message.  Ensures that the requested party receives the message.
• Transfers all calls where the person has a question about our services and facilities to the Admissions Department person on duty.  If the person on duty is unavailable the call is transferred to the Administrator.  If they are not available, the Receptionist completes the top portion of the Inquiry Form, ensuring that name, phone number, etc. is completed and immediately gives the form to the Admissions representative when available.
• Prepares new resident admission folder including all required forms for use by the Business Office when admitting a new resident.  Greats ambulance drivers and directs them to the appropriate room.
• Prepares new resident name sign for door slot, dining room table plate and dietary due cards prior to a new resident’s arrival.   Places the current week’s activity calendar and latest newsletter on the new resident’s bed.
• Warmly greets new residents to make them feel welcome and immediately notifies the Admissions Director of their arrival.  Notifies all appropriate departments of new resident’s arrival.
• Accurately updates the resident census activity report on a daily basis to ensure keeping current with any changes.  Maintains alphabetical list of residents by room number, deletes those discharged and records transfers to insure appropriate transfers to insure appropriate transfer of phone calls and directions.
• Contributes own ideas toward improvement of departmental and facility operations so as to provide increased efficiency.
• Incurs no more than three (3) episodes of unscheduled absences in a review year as noted in attendance record. 
• Incurs no more than three (3) episodes of unscheduled tardiness in a review year as noted in attendance record.