Administrative Assistant

Position Summary

The Administrative Assistant processes and produces the work necessary for efficient office operations and functions while interacting with the visiting public as well as the residents and staff of the community.

The following duties are normal for this position. This list is not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Type, assemble, copy, file, and process data required in an accurate and timely manner for the Executive Director.
• Organize and maintain file system and file correspondence and other records for the Executive Director.
• Attend meetings and in-services as required.
• Organize weekly LMP Manager Meeting by recruiting leaders and lesson givers. Provide minutes to all attendees in a timely manner.
• Provide coverage for reception during lunch and leave.
• Order supplies per request of Executive Director.
• Oversee underground parking assignments for IL Residents and Staff members.
• Oversee Storage Cage assignments for residents and some departments.
• Interact with residents and their families in resolving day to day questions and act as intercessory to Executive Director.
• Assist Marketing Department in completing required paperwork for IL closings.
• Act as Notary for residents, their families, and staff campus wide.
• Assist CMO with Marketing Events as requested. Act as campus photographer as needed.
• Partner with Volunteer Engagement Manager for donation storage and continued education.
• Prepare and update weekly MOD schedule. Record MOD reports with appropriate follow up.
• Other duties as assigned by Executive Director.

High school diploma or general education degree (GED) required.

One to three years related experience and/or training; or equivalent combination of education and experience.

Language Ability:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals.
• Ability to write routine reports and correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to read and write using English language.
• Must demonstrate excellent telephone communication skills.

Mathematical

Skills:

• Ability to add and subtract two-digit numbers and to multiply and divide with 10 s and 100 s.
• Ability to perform these operations using units of American money and weight measurement, volume and distance.

Cognitive Demands:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to deal with problems involving a few concrete variables in standardized situations.

Computer

Skills:

• Internet software;
  Excel Spreadsheet software and Word Processing software.
• Demonstrates general office skills such as use of copy machine.

Competencies:

• Must demonstrate a warm, outgoing personality and behavior.
• Must demonstrate an interest in working with a senior population.
• Interacts with guests, residents and staff in a courteous and friendly manner.
• Responds promptly to resident and visitor needs. Responds to requests for service and assistance.
• Completes administrative tasks correctly and on time.