Administrative Assistant

Job Description

Job Description

Description :

The Administrative Assistant plays a critical role in ensuring smooth operations and efficient communication within the facility, as well as providing support to residents, families, staff, and visitors.

Monday - Friday Shift

Reports to : Administrator

Primary Responsibilities and Duties :

• Perform general clerical duties, including answering phones, responding to inquiries, taking messages, and directing calls to appropriate staff members.
• Greet and assist visitors, residents, and families in a professional and courteous manner, providing information and assistance as needed.
• Maintain electronic and paper filing systems, including resident records, personnel files, and administrative documents ensuring accuracy, confidentiality, and compliance with regulatory requirements.
• Assist with scheduling appointments, meetings, and events, including coordinating calendars, sending reminders, and arranging conference rooms or other facilities as needed.
• Prepare and distribute correspondence, memos, reports, and other documents, ensuring accuracy, formatting consistency, and timely delivery.
• Assist with resident admissions and discharges, including completing paperwork collecting information, and coordinating with nursing and administrative staff.
• Process incoming and outgoing mail, including sorting, distributing, and forwarding correspondence to appropriate recipients.
• Assist with billing and financial tasks, such as processing payments, reconciling accounts, assisting with accounts payable, and generating invoices or statements as directed.
• Order and maintain office supplies and equipment, ensuring adequate inventory levels and coordinating repairs or maintenance as needed.
• Operate and communicate effectively on the facility paging and telephone system which includes screening and directing all incoming calls appropriately.
• Be neat, clean and appropriately dressed to present an appearance acceptable to residents and the public.
• Perform all other duties as requested by management.

Requirements : Job Qualifications :

Physical Requirements :