Administrative Assistant - Traverse Care Center

TITLE: Administrative Assistant

REPORTS TO: Administrator

Job Summary: The Administrative Assistant is responsible for welcoming and greeting all guests or visitors and assisting them in a professional manner with excellent customer service. This position will be responsible for answering all incoming phone calls and transferring them appropriately. The Administrative Assistant will assist in coordinating and maintaining the nursing schedule for the Traverse Care Center as well as purchasing for all of MCHS. The Administrative Assistant will coordinate communication with Minnewaska Apartments including but not limited to recertifications, coordinating housekeeping, maintenance and inspections.

Qualifications: Required to have excellent customer services skills both on the phone and in person. Required to have excellent organizational skills with strong attention to detail. Previous experience with customer service is preferred. Must be a high school graduate with additional education in business administration preferred. Purchasing experience preferred, but not required. Required to have an ability to read, write and speak English, and complete and pass a state required background study form which checks for certain criminal convictions or serious/recurring maltreatment.

General Responsibilities:

• Greets and welcomes all guests or visitors with excellent customer service, assisting them with their needs.
• Answer all incoming calls in a professional manner and transfer them appropriately.
• Keeps calendars current for company vehicles and conference rooms.
• Assist in coordinating and maintaining the nursing schedule for TCC to ensure adequate/appropriate staffing on an as needed basis. He/She also communicates information to Director of Nursing and Human Resources Coordinator for position needs. Demonstrates a high level of accuracy and attention to detail.
• Complete daily nursing assignment sheets on a back up basis.
• Meet with new employees after new hire visit to set up their orientation schedule and assign them their block schedule on a back-up basis.
• Organize, direct, and carry out purchasing program. Obtains administrative approval for major supply and equipment purchases.
• Prepares, signs, and submits purchase orders to sales representatives.
• Ensure supply areas are stocked appropriately at all times.
• Maintain resident trust account. Pay beauty shop bills monthly for residents from trust account. Keep cash bag up to date. Close resident's account upon discharge.
• Demonstrates dependable, professional work habits.
• Basic competencies regarding abuse, neglect, exploitation, and misappropriation of resident property.
• Create name tags for staff as needed.
• Scan and upload documents for departments as needed.
• Facilitate tours of TCC.
• Keep meeting minutes and distribute as required.
• Set up new employees in Matrix and the education software.
• Assist department heads with administrative tasks as needed such as mailing, scanning, filing, etc.
• Sort mail and distribute to staff members and residents.
• Hand out paychecks to staff every other Friday.
• Collaborate with education coordinator.
• Coordinate housekeeping at Prairie View Place.
• Coordinate Maintenance and lawn care at Prairie View Place.
• Perform inspections on a monthly basis at the Prairie View Place.
• Conferences as needed with Apartment tenants.
• Process applications for USDA housing.
• Complete Background checks for apartment applicants.
• Deposit funds from TCC, MWA as well as Resident Trust.
• Collect rent from apartments.
• Prioritize requests/complaints from apartment tenants and communicate them to the correct individual.
• Empty laundry machines and deposit funds.
• Basic competencies regarding dementia management, infection control and other areas as identified through the facility assessment.
• Knowledge, skills and abilities required by OSHA Hazard communication, HIPPA, QAPI and other organizations.
• Respond to emergency codes, ie: fire
• Other duties as directed.

In keeping with federal, state and local laws, Minnewaska Community Health Services policy forbids employees and associates from discriminating against anyone based on race, religion, color, creed, gender, age, marital status, national origin, sexual orientation, status with regard to public assistance, veteran status, familial status, disability or any other characteristic protected by law. Minnewaska Community Health Services is committed to establishing and maintaining a workplace free of discrimination. We are fully committed to equal employment opportunity. We will not tolerate unlawful discrimination in the recruitment, hiring, termination, promotion, salary treatment or any other condition of employment or career advancement.Minnewaska Community Health Servicesalso provides reasonable accommodations to disabled employees and applicants as required by law.