Administrative Assistant II

Job Description:

Title: Administrative Assistant II

Division: All

Status: Non-Exempt

Reports to: Director/Manager

Created Date: February 2023

Supervises: n/a

PURPOSE

According to prescribed policies and procedures of the organization including all applicable state, federal and accreditation regulations and under the general supervision of the direct Manager provides clerical support for the facility.

ESSENTIAL FUNCTIONS

• Maintains and promotes the organization’s quality image at all times in responding to requests and communicating with customers in a professional and timely manner.

• Ensures all documentation, mail, messages are distributed to the appropriate personnel.

• Responsible for accuracy of filing, data entry, and other clerical tasks as assigned.

• Produces reports and other documentation as requested.

• Attends and participates in regularly scheduled team meetings to plan, problem solve, follow up on changes and other communication.  

• May ensure appropriate staffing levels by managing assigned staff to include hiring, scheduling, training, payroll, etc.

• May directly support one or more director/manager assisting with correspondence, calendar maintenance, coordination of events/meetings, outside errands, etc.

EXPECTATIONS

• Demonstrates and maintains a positive, professional manner, manages time efficiently and effectively, provides leadership as a role model to promote a team approach, collaborates and participates in policy creation and appropriate problem-solving methods.

• Must adhere to all policies, procedures, terms and conditions set forth in the National Church Residences’ Employee Information Guide (EIG), the Code of Conduct, as well as any facility handbook, including but not limited to, corporate compliance, drug free workplace, safe work practices, all federal, state, local regulations and laws.

• With respect to Resident Rights, ensures all care is provided with respect and dignity for the residents/clients, their families and the staff. Reports all complaints made by residents/clients and/or families to the appropriate supervisors, reports all allegations of abuse, misappropriation of funds/resident property and/or any other corporate compliance, drug free workplace, safe work practices, all federal, state and local regulations and laws.

• Completes all annual education requirements timely, including but not limited to Compliance, Privacy, Security and HIPAA training and exhibits behavior as set forth by the Code of Conduct in the performance of their duties.

• Performs other duties as assigned.

JOB SPECIFICATION SHEET – Administrative Assistant II

Education:        High school diploma or equivalent required. We are looking for someone with solid Excel foundations. You should be comfortable with data entry, sorting/filtering, and using basic formulas (SUM, AVERAGE, COUNT). The ability to maintain accurate spreadsheets and format data clearly for team review is essential.

Experience:       Minimum of 2 years administrative support experience in an office setting.

Travel:                Minimal up to 10%

Mental:             Must have good verbal and written communication, comprehension, computer and interpersonal skills. Must have the ability to speak, read, write and understand English.

Skills:                  Must have working knowledge of Windows, Microsoft Office Suite, and World Wide Web.

Licensure:         None Required

Vision:              Normal: Consistent with standard workflow.

With respect to said job description, estimate the daily time spent performing the following activities.

Rare (R) = 0-24%; Sometimes (S) = 25-49%; Frequent (F) = 50-74%; Continuous (C) = 75% plus

R = Climbing                                   S = Stooping                      Lifting/Carrying:               S = 10-25 lbs.

F = Standing                                    R = Pushing                                                                  S = 26-50 lbs.

F = Sitting                                        R = Pulling                                                                   S = 51-75 lbs.

S = Walking                                     R = Driving                                                                  R = 76 plus lbs.

Consequences of Errors:              Some monetary responsibility.

Supervision Received:                 Moderate supervision:  Employee generally operates by himself/herself checking with supervisor when in doubt and/or as scheduled.

Working Conditions:                  Good office working conditions    

ACKNOWLEDGEMENT

I hereby understand and agree to the above description of the duties required.

Signature                                                                                                                                                            Date

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, military status, disability, genetic information and/or any other characteristics protected by applicable law.