Administrative Assistant

Description

Major Duties and Responsibilities

Serves as the primary receptionist (answering and directing incoming calls and greeting, directing and assisting visitors.) Seeks cooperation from visitors in adhering to Facility rules regarding visits and notifies supervisor of questions or conflicts.

Serve as the contact for office equipment issues including, facsimile machines, copiers, and postage meter. If unable to correct the issue ensure service has been requested from applicable vendor.

Completes weekly operating fund bank deposits and performs reconciliation at the end of each month. After both weekly deposit and reconciliation are completed, turns over all documentation and reports to the Business Office Director.

Provides approved information to callers and records and transmits messages (ROBO calls).

Operates paging system to locate personnel or staff, or announce information according to established procedures;

Maintains current list of Residents, room assignments, telephone extensions for departments and personnel and fax numbers.

Ordering, stocking, and distributing office supplies.

Receives, sorts and distributes incoming mail to appropriate personnel. Sorts and receipts payments received and distributes to appropriate personnel for processing.

Operates postage meter to ensure proper postage on outgoing mail.

Performs various clerical and office support duties as needed such as photocopying, transmitting facsimiles, filing, stuffing envelopes, preparing correspondence, memos, and labels as needed.

Participates with the Effective Dining program and any other facility related activities as needed.

Enters beauty shop and other ancillary charges into EMR system for monthly billing.

Prepared and Keeps a supply on hand of Resident and Community Welcome Packets.

All other miscellaneous duties as assigned.

Additional Assigned Tasks

Treats all residents with dignity and respect. Promotes and protects all residents' rights.

Establishes a culture of compliance by adhering to all facility policies and procedures. Complies with standards of business conduct, and state/federal regulations and guidelines.

Follows appropriate safety and hygiene measures at all times to protect residents and themselves.

Maintains confidentiality of protected health information, including verbal, written, and electronic communications.

Reports noncompliance with policies, procedures, regulations, or breaches in confidentiality to appropriate personnel. Reports any retaliation or discrimination to HR or compliance officer.

Reports any allegations of abuse, neglect. misappropriation of property, exploitation, or mistreatment of residents to supervisor/ Administrator/ Abuse Coordinator. Protects residents from abuse, and cooperates with all investigations.

Reports any occupational exposures to blood, body fluids, infectious materials, and/or hazardous chemicals in accordance with facility policy.

Participates in all life safety and emergency drills and trainings. Fulfills responsibilities as assigned during implementation or activation of the facility's emergency plan.

Reports work-related injuries and illnesses immediately to supervisor.

Required to follow the EDEN Philosophy as it is introduced and integrated throughout the

Required to participate in department meetings, including "Huddles"

Follows established infection control policies and procedures.

As a condition of employment, completes all assigned training and skills competency.

Qualifications

Required Qualifications:

Past experience with phone reception and general administrative duties

Proficient in various Microsoft Office applications (such as Excel, Word, and PowerPoint) and other electronic reporting formats. This includes an adequate ability to type and keypunch (calculator).

Ability to multi-task and prioritize in a fast-paced environment

Interpersonal skills necessary in order to deal effectively with courtesy with callers, visitors, and co-workers..

Personal Skills and Traits Desired/Physical Requirements/Working Conditions

Ability to read, write, speak and understand the English language.

Must be a supportive team member, contribute to and be an example of team work.

Ability to make independent decisions when circumstances warrant such action.

Ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.

Must have patience, tact, and willingness to deal with difficult residents, family and staff.

Must not pose a threat to the health and safety of other individuals in the workplace.

Must be able to move intermittently throughout the workday.

Meets general health requirements according to facility policy, including medical and physical exams and checking immunity status to various infectious diseases.

Ability to work beyond normal working hours and on weekends and holidays when necessary.

Ability to assist in evacuation of residents during emergency situations.

Ability to bend, stoop, kneel, crouch, perform overhead lifting and perform other common physical movements as needed for the position.

May be subject to falls, burns from equipment, and/or odors throughout the day; encounter reactions from dust, tobacco smoke, disinfectants, and other air contaminants.

Subject to exposure to infectious waste, diseases and/or conditions which include AIDS, Coronavirus, Hepatitis B, and Tuberculosis.

May be subject to hostile or emotional residents, family members, visitors or personnel.

Effective verbal and written communication skills and ability to exercise judgement.

Ability to maintain composure in stressful situations.

Resourcefulness.

Strong leadership skills.

Maintain a positive attitude and possess the ability to work in stressful situations.

Ability to coordinate meetings, as well as set and achieve goals.

Ability to be organized and efficient.

Basic computer skills.

CPR licensed and trained in first aid.

Participates with Facility related activities as assigned, such as assistance with dining transport and guardian angel room assignments.

Benefits:

• Comprehensive benefit package including medical, dental, and vision. Option for insurances such as short-term, long-term, critical illness, hospital indemnity, and more. Coverage starts the 1st day of the month following date of hire.

• MERS Retirement with a 5-year vesting schedule. Employer contribution up to 4%.

• Earned Time Off (avg 255 hours in the first year) with bi-annual opportunities for buy-out. Employees start earning ETO on their first day!

• 10% off premiums for Pet Insurance through MetLife

Newaygo Medical Care Facility values our Care Partners and offers the following benefits, in addition to the standard medical, PTO, and retirement package:

• Care Partner of the Month: Recognition award, pin, parking spot for the month and a $300 bonus

• Ham or Turkey for Thanksgiving

• Fun Fridays - theme picked by Life Enrichment

• Backpacks for Care Partner's kids

• Care Partner Christmas Party

• Christmas gifts for care partner's kids

• Care Partner Relaxation Room

• Outdoor picnic area

Salary : $300