Administrative Assistant

We are currently seeking a full-time Administrative Assistant for the Facilities department. This position is ideal for someone who is compassionate, dependable, detail-oriented, prioritizes well, values teamwork, and LOVES seniors.

With over 30 years as a caring and loving community, we are proud of our commitment to provide a lifestyle that maximizes the well-being of our residents.

As a La Posada Administrative Assistant, you will work in a beautiful environment with all the tools and equipment you need to succeed.

Why is La Posada the right place to expand your career?

• Excellent work/life balance
• Paid Time Off
• 401(k) with company match
• Excellent health insurance
• Mileage incentive program if you live over 15 miles away
• Beautiful campus with free on-site fitness center
• Employee scholarship program

Job duties include:

• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Open, read, route, and distribute incoming mail and other material.
• Schedule and confirm appointments, conferences and meetings for clients, customers, or supervisors.
• Maintain scheduling and event calendars.
• Attend department meetings/conferences, take minutes and electronically file and disperse of meeting notes to the appropriate supervisors for review.
• Maintain paper and electronic filing systems for records, correspondence, and other material.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Manage projects as assigned.
• Order and dispense of office supplies.
• Conduct searches to find needed information.
• Data entry in the Facilities Work Order System. To capture accurate project costs consisting of inventory, labor and closing details.
• Collect and initiate disbursement of funds from cash accounts, and keep records of collections and disbursements.
• Prepares straightforward statements or reports for management to reflect financial situation.
• Arranges different types of data into a variety of formats such as charts, graphs or tables for management comparison purposes.
• Analyze, interpret, code and process invoices to appropriate accounting data and makes general interpretations and recommendations.
• Review and investigate reports for correctness, inconsistencies and errors.
• Assist in maintaining accurate capital and project tracking.
• Other duties as assigned.

Requirements:

• Adheres to policies and procedures - Adheres to all Department policies, procedures, and mandatory requirements.
• Professional and Courteous Communication - Ability to communicate professionally and courteously with residents, patients, guests, and family members.
• Computer Skills - Excellent computer skills and proficient in Microsoft applications
• Customer Oriented - Ability to take care of the customers' needs while following company procedures.
• Organized - Ability to organize and prioritize multiple tasks.
• Accountability - Ability to accept responsibility and account for his/her actions.
• Analytical Skills - Ability to use thinking and reasoning to solve a problem.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Decision Making - Ability to make critical decisions while following company procedures.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Team Builder - Ability to convince a group of people to work toward a goal.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.
• Accuracy - Ability to perform work accurately and thoroughly.
• Communication, Verbal - Able to communicate effectively and clearly, in a professional and friendly manner with all types of personalities.
• Consensus Building - Ability to bring about group solidarity to achieve a goal.
• Financial Aptitude - Ability to understand and explain economic and accounting information, prepare and manage reports.
• Interpersonal - Ability to get along well with a variety of personalities and individuals.

Skills & Abilities:

• Education: High school graduate or equivalent; Associate's Degree (two-year college or technical school) Preferred; OR
• Experience: Any equivalent combination of experience, training and/or education approved by Human Resources.
• Computer: Word processing, spreadsheets, e-mail, calendars, research using internet resources.

If you believe you would be a good fit for this position and you live by the values of integrity, compassion, and respect for seniors and co-workers, then you may be the candidate we're looking for!