SUMMARY: Performs a variety of secretarial and administrative support duties to relieve and assist management with clerical details. Assignments involve work of a confidential nature and requires a knowledge of company practices and procedures. Relieves front desk operations and telephone system.
- Credentials private duty personnel as required by Department of Social Services (DSS) including identification of them as working in the facility, requiring appropriate paperwork and fingerprinting, and tracking the credentials for continued eligibility.
- Attends meetings and takes minutes. Screens information to relieve management of details.
- Manages equipment repair and inventory of supplies for Resident Office in coordination with resident representatives.
- Manages the guest room service including, but not limited to making reservations, communicating with receptionists, issuing keys, arranging timely cleaning, and issuing meal vouchers.
- Assists residents and staff with issues and refers them to appropriate individual to address concerns.
- Uses word processing equipment to generate reports, memos and similar items for management, residents and council members; plans layout and format of same. Directs and assists in special projects.
- Meets and greets visitors; serves as a resource to answer a wide variety of questions for residents, staff, and visitors.
- Answers telephone calls and handles inquiries; transfers calls to appropriate party or takes messages. Answers correspondence as delegated by supervisors; follows up with others to ensure that information is coordinated.
- Maintains resident and administrative files, keeps records, prepares schedules, compiles reports and statistics, and processes documents of a routine nature. Arranges and makes notifications of appointments and travel arrangements.
- Assists residents in various areas such as planning and coordinating special events and assisting with committees.
- Coordinates printing, publication, and distribution of items including minutes, facility forms, documents, and memoranda.
- Occasionally may be required to relieve Receptionist for breaks.
- Performs related work as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:
Organizational skills to plan own workload and determine priorities. Advanced verbal and written English grammar, spelling, punctuation, and writing skills to prepare letters, minutes, and correspondence. Patience, tact, and diplomacy when dealing with staff and residents under sometimes trying conditions. Knowledge of procedures, format, and contents of meeting minutes. Skill to operate general office equipment. Typing and word processing skills and ability to use dictation equipment. Ability to exercise confidentiality regarding residents, staff, and facility matters. Physical and emotional ability to work under pressure of multiple tasks and deadlines. Physical skills and ability to perform work that requires continual standing, walking, stooping, bending, and lifting up to 40 pounds.
High school graduation or equivalent. Word processing skills and typing at the rate of 60 wpm. Dictation and transcription skills may be required. Typically requires a minimum of three years increasingly responsible experience as an administrative assistant. Able to maintain confidentiality of information pertaining to staff and residents.