OVERVIEW:
Schedules appointments, gives information to callers, and otherwise relieves Directors of clerical work and minor administrative and business detail by performing the duties list below. Blood and body fluids exposure: Category III.
RESPONSIBILITIES: Include the following. Other duties may be assigned.
- Keeps confidential all information not specifically authorized to be given to others.
- Must be able to accomplish tasks with frequent interruptions.
- Composes and types routine correspondence and e-mail, including Resident Association Meeting Minutes.
- Pages staff as necessary.
- Organizes and maintains file system, files correspondence, and other records.
- Must present a professional image.
- Answers and screens Director’s telephone calls.
- Sorts Resident’s Mail and delivers to Nursing Station.
- Must be able to organize workday and workload without constant supervision.
- Coordinates Director’s schedule and makes appointments as appropriate.
- Greets visitors and directs to appropriate area or person.
- Responsible for meeting all deadlines; will report any inability to meet deadlines to supervisor in a timely manner.
- Makes copies of correspondence or other printed materials.
- Maintains a supply of all needed forms.
- Secures office area and valuables at the end of the workday, including locking front door at the end of her shift.
- Prepares outgoing mail and correspondence, including e-mail and faxes.
- Answers, screens, and routes telephone calls.
- Operates all office machines safely and efficiently.
- Orders and maintains supplies and arranges for equipment maintenance.
- Assists in covering within the department and various departments during absences.
- Observes and follows all safety policies and procedures.
- Observes and follows infection control policies and procedures.
- Attends all mandatory inservices as required.
- Demonstrates positive guest relations to internal and external customers.
- Manages the process and maintains records for the Resident Trust Accounts and Petty Cash Funds.
- Collects payments for Resident rent and send to the Finance office for processing.
- Assists guests and Team Members with meal tickets when needed.
- Assists with the new Resident process, by coordinating paperwork to the appropriate departments and keeps Resident files up to date.
- Assists with correlating marketing brochures and admission packets.
- Gives a tour to a walk in customer in the absence of the Administrator and completes a guest registration form as a record of the tour.
- Prepares the Highland Lakes newsletter to be printed by typing articles and arranging format.
- Assists the Life Enrichment Department with room set up and refreshments as needed for scheduled activity events.
- Team Members are required to report to their Department Director all incidents of actual or possible abuse of a Resident that they become aware of. Abuse in this respect includes, but is not limited to, verbal, sexual, physical, and/or mental abuse, corporal punishment, involuntary seclusion, neglect, and/or any misappropriation of property concerning St. Mark Village Residents. Team Members will make the report as soon as possible after they become aware of the incident of actual or possible abuse.
- May be assigned other related duties and responsibilities as required by the Highland Lakes Assisted Living Administrator.
SUPERVISORY RESPONSIBILITIES:
This job has no supervisory responsibilities.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be courteous, considerate and understanding when dealing with Residents, team members and visitors. Ability to work in close cooperation with others.
REQUIRED SKILL, EDUCATION AND/OR EXPERIENCE:
High school diploma or general education degree (GED); and three to six months related experience and/or training; typing and computer skills and knowledge required, with some classes emphasizing secretarial skills.
LANGUAGE SKILL:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of Residents or Team Members of organization. Must have a clear speaking voice.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and draw and interpret bar graphs. Ability to perform these operations using units of American money and weight measurement, volume and distance.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS:
None
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by a Team Member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the Team Member is regularly required to talk and hear and to use hands and fingers to handle or feel. The Team Member frequently is required to sit. The Team Member is occasionally required to stand; walk; reach with hands and arms; and stop, kneel, crouch, or crawl. The Team Member must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those a Team Member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the Team Member is occasionally exposed to fumes or airborne particles and risk of radiation. The noise level in the work environment is usually quiet.
