ADMINISTRATIVE ASSISTANT

Job Summary:

The Administrative Assistant receives visitors, answers phones, accesses needs, contacts proper authority, and performs related administrative/clerical duties. This position will also perform customer service, basic accounting, and organizational tasks to promote the financial health of the organization.

ESSENTIAL JOB FUNCTIONS:

• Provides orientation checklist; reviews/collects checklist once orientation is completed.
• Ensures CalPERS and long-term care paperwork are completed and sent to organizations.
• Reviews job postings for accuracy.
• Performs clerical duties such data entry, typing, filing, maintaining room labels, updating census reports, and other clerical duties/projects as needed.
• Creates/codes invoices and sends to AP; research financial statements; tracks checks received. 
• Works with Executive Director to streamline admissions process, transportation schedules, and directions to community activities.
• Assists Guest Specialist with office & emergency supply inventory; assists in scheduling tours for marketing; maintains marketing supplies and reorders supplies as needed.
• Collects and communicates resident admissions information; documents residents’ admission.
• Prepares fliers for activities and community events.
• Sorts/logs packages received, delivered, and picked up.
• Updates resident/staff rosters, sign/in out log, visitors’ logs, weekly occupancy report.  
• Checks office machines daily and reports need for service or repair promptly.   
• Responds to all inquiries; documents correspondence including complete information into CRM system.
• Schedules and conducts tours; ensures facility is always tour-ready & community tour back-up tree is updated daily. 
• Provides advance notification to department managers/supervisors regarding preparation and follow-up for admissions (both new admissions and re-admits).
• Represents the community by participating in local events, fairs, professional organizations.
• Provides new residents and families with welcome gift, community information and coordinates with Life Enrichment Supervisor to orient new resident to the community.

QUALIFICATIONS:

• Proficient with Microsoft Office (Word, Outlook, Excel).
• High school diploma and 2 years of clerical experience.
• Strong analytical and problem-solving skills.
• Strong oral and written English communication skills; bilingual a plus!
• Knowledge of basic accounts payable and receiving procedures.