Administrative Assistant

Position Summary

Under the general supervision of community administrator or designee, the Administrative Assistant provides general clerical and office support, e.g., types a variety of correspondence, maintains files and schedules meetings or activities. Answers telephones and provides reception coverage, guest relations services, sorting and distribution of mail, and related clerical duties.

Key Responsibilities

• Welcomes – Greets visitors, determines name and nature of business, and refers to appropriate department or employee.
• Files – Sets up files and files general correspondence to ensure information remains organized and is easily retrieved.
• Processes – Processes incoming mail by opening, dating, and distributing it to appropriate employees. Prepares and mails outgoing correspondence and information.
• Meets – Coordinates, attends, and may take minutes at meetings. May report on proceedings.
• Operates– Utilizes standards office equipment including copier and fax machines.
• Reports – Generates routine reports by determining the users’ needs and by collecting and organizing the data to provide accurate and complete reports.
• Schedules – May coordinate or schedule regular or intermittent activities or meetings. May coordinate or schedule special events. May keep track of vacation schedules and back-up coverage.
• Supplies – Orders and maintains office supplies and forms by periodically checking inventories of supplies on hand, completing purchase requisitions to order additional supplies, and ensuring accurate orders are received.
• Types – Generates correspondence, reports, proposals, and/or manuscripts from drafted documents to ensure effective facility communications.
• Database Management – Sets up databases and enters information into computer systems in order to produce reports and maintain accurate information. Maintains a system for retrieval.
• Proofreads – Proofreads generated correspondence by reviewing and correcting errors in grammar, punctuation, and spelling, and checking factual correctness and conformance with policies to ensure correspondence is accurate. Calls any deviations to the attention of the writer or the supervisor.
• HUD Application Process – Maintain HUD application packages (copying materials, creating folders for materials, distributing and mailing applications when needed). Check applications for completion and give them to the Business Office Manager. Resend incomplete applications.
• Performs - Additional responsibilities assigned as required.

Minimum Qualifications

• High School Diploma or equivalent.
• Three (3) years of clerical, administrative or secretarial experience.
• Proficiency with various computer software applications, Microsoft Office Products preferred. Positions within this classification may require the ability to type at least 40 accurate words per minute.
• The ability to read, write and follow written and oral instructions in English fluently.
• Experience in a retirement community preferred.

The above statements are intended to generally describe the work being performed by people to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills, required of the personnel so classified.

Benefits

Wesley Woods Senior Living offers a comprehensive benefit plan to eligible team members to include health, dental vision, retirement benefits, short term disability, long term disability and paid time off.

Conditions of Employment

All offers of employment with Wesley Woods are conditioned based upon completing and passing a background, drug test, and participating in vaccine programs (e.g., Covid-19, Flu, TB testing).

All job applicants applying for Wesley Woods Senior Living will undergo testing for the presence of illegal drugs as a condition of employment. Any applicant with a confirmed positive test will be denied employment. Applicants will be required to submit voluntarily to a specimen test at a laboratory chosen by Wesley Woods, and by signing a consent agreement will release Wesley Woods from liability. If the physician, official or lab personnel has reasonable suspicion to believe that the job-applicant has tampered with the specimen, the applicant will not be considered for employment. Wesley Woods will not discriminate against applicants for employment because of a past history of drug abuse. It is the current abuse of drugs, preventing employees from performing their jobs properly that will not be tolerated. Wesley Woods is a Drug Free Company. Individuals who have failed a pre-employment test may initiate another inquiry with the company after a period of not shorter than; six (6) months; but they must present themselves drug-free as demonstrated by urinalysis or other tests selected by WWSL.

About Wesley Woods

Wesley Woods Senior Living is affiliated with the North Georgia Conference of the United Methodist Church providing housing and services ministries to seniors in the North Georgia area. Wesley Woods Senior Living is rooted in the Judeo Christian values believing that aging has a fulfilling purpose in life and that faith development is lifelong.

Read more about Wesley Woods Senior Living at www.wesleywoods.org.

EEO / AA Statement

Wesley Woods does not discriminate in employment on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability, or veteran/Reserve/National Guard status.