Position Title: Administrative Assistant

Department: Montclair Assisted Living

Reports to: Assisted Living Administrator

Job Summary:

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

Duties/Responsibilities:

• Welcomes and directs visitors and residents. Scheduling potential residents for tours.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Prepares agendas and schedules for meetings.
• Conducting audits for compliance with state regulations.
• Overseeing regulatory compliance within the community
• Monitor and ensure compliance with credentials for employees.
• Responding emails about prospective residents.
• Conduct first round interviews for CMA, CNA, and Housekeeper staff.
• Monitor payroll (punches, schedules, etc).
• Maintain records for Department of Community Health.
• Manage grievances.
• Support at staff meetings - set up, schedule, arrange for food, support employee of the month programs.
• Organizing resident files.
• Managing calendars.
• Support clinical director and Administrator and resident engagement director.
• Ordering Supplies, equipment, office supplies.
• Manage Administrator's calendar.
• Schedule staff training.
• Excellent written and verbal communication skills
• Ensure compliance with "About Me" regulations
• Handle general office tasks and communications between vendors, families, staff, and residents.
• Responsible for drafting regular email notifications to families.
• Performs other related duties as assigned.

Education and Experience:

• Associate’s degree required, bachelor’s degree in related field preferred.

Required Skills and Abilities: Two to four years of experience in a healthcare setting

• Excellent written and verbal communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Proficient in Outlook, Word, and Excel.
• Ability to work independently.

Qualifications:

• Must successfully clear a background check/ fingerprinting, TB skin test or x-ray, and health screening, drug screening.
• Current CPR and First Aid certification.

Physical Requirements:

• Ability to meet physical demands: Standing, lifting greater than 50 lbs., pushing, pulling, bending, sitting, reaching, stooping.

I understand the requirements of the job description above and can perform these

Functions.

Employee name: ____________________

Signature:__________________________

Date:______________________________

Supervisor Signature:_________________