Administrative Assistant/Front Desk Full-time Job

The Administrative Assistant supports the Pathways to Care Director and administrative staff in the operation of the assisted living facility. Main responsibilities include managing the reception area, answering and directing calls, maintaining adequate supplies, assisting with meetings, data entry and other administrative tasks as requested. The Administrative Assistant will often be the first person of contact for callers, visitors, residents, volunteers and other stakeholders, and as such, is tasked with being gracious and respectful in these interactions.

General functions:

• Manage the front desk. Assure visitors and guests are greeted and signed in according to what procedures are in place.
• Answers front desk phone, directs calls, takes and forwards messages.
• Assure the front lobby is clean, neat, orderly and displays a welcoming atmosphere.
• Attends to PTC correspondence such as directing calls and checking mail.
• Oversight of office supply purchasing to ensure that expenses are maintained within the budgetary guidelines of the program and needed office supplies are available to staff.
• Keep office supply closets stocked and organized.
• Provides Director with routine reports and any other information in a timely manner
• Assist Director with maintaining a PTC calendar of events such as meetings, vendor services, and visits.
• Assist the Director with meeting schedules, agendas and meeting minutes when needed.
• Maintain a list of vendors, telephone numbers and contact information.
• Have knowledge of and comply with all applicable laws, regulations and rules for the operation of an Assisted Living facility
• Stay current with all Assisted Living Facility training requirements.
• Assist the Director with maintaining a data base of spread sheets and templates for tracking data and documenting reports and notices.
• In conjunction with the Business Development Manager maintains the donor spread sheet and assure PTC follow-up acknowledgement to donors.

Other Duties & Responsibilities

• Have knowledge of and adhere to procedures for fire, life safety, disaster, security and other emergency procedures
• Maintain confidentiality of residents
• In cooperation with the Director, work with CCCF Comptroller to ensure budgetary compliance and assist in preparation of all budgets and required financial reporting
• Follow all agency guidelines regarding Information Technology, including compliance with ETO requirements
• Attend all required meetings and functions

EDUCATION and EXPERIENCE

The Administrative Assistant must have a High School diploma; two years of college education preferred; maintain any certificates and education requirements as required by regulation.

High School diploma; two years of college education preferred; maintain any certificates and education requirements as required by regulation. A minimum of 5 years of experience in a residential housing setting or related field and prior experience working with the homeless population. Must be knowledgeable of ACHA and HIPPA regulations.

Other Skills and Abilities:

• Extremely detail oriented;
• Strong interpersonal skills;
• Excellent verbal and written communication skills;
• Posses excellent writing and proof reading skills;
• Quick learner;
• Inquisitive, eager to learn, self–starter;
• Exhibits passion, optimism, enthusiasm, proactive/responsiveness, imagination;
• Strong sense of ownership & urgency;
• Able to manage multiple tasks;
• Able to complete work independently while functioning in a team setting.