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Title

Administrative Assistant - RCFE 

EOE Statement It is our policy to provide equal employment opportunities and will not unlawfully consider any factors of race, religion, age, creed, national origin, gender, disability, veteran or military status, genetic information, or any and all other unlawful biases regarding federal, state or local laws with regard to workers or applicants.  
Description

Job Title:

Administrative Assistant

Position Type:

Non-Exempt

Department/Group:

RCFE Assisted Living

Job Code/ Req#:

Reports To:

RCFE Administrator

Status:

Part Time

Mission Statement:

To stand in the presence of the Living God, and with Mary, make known to the world the love of the Sacred Heart of Jesus. 

Purpose of Your Job Position:

Oversee and manage all office procedures including general clerical, receptionist and project based work.  Provide administrative support to RCFE Care Coordinator and to RCFE Administrator. 

 
Position Requirements

Qualifications and Education Requirements:

Minimum of Associate’s Degree or two years of College completed.

Minimum two (2) years experience in general office management and procedures as assistant to executives or key personnel

Internet and computer literacy for business activities

Fluently read, speak, write and understand English at a four year college level

Valid California Driver License – Preferred

Skills and Job Requirements

Project a professional image through in-person, electronic and phone interactions

Excellent working knowledge of Microsoft Office (Word, Excel and Access)

Knowledge and implementation of basic practices and principles of organization, planning, records management and general office administration and discretion in handling such matters

Proficient problem solving and conflict resolution skills

Manage resources within approved budget

Ability to operate standard office equipment including, but not limited to, computer, telephone system, fax, copier, scanner and calculator

Keyboard entry at 50 wpm minimum

Ability and willingness to work as an individual and as part of a team in the planning, development and implementation of projects

Project Management and ability to take leadership responsibility of special projects when assigned; understanding and implementation of positive group dynamics

Prioritize and perform multiple functions under time pressure and deadlines with accuracy while maintaining a positive disposition

Minimum of 8 hours continuing education annually

Job Functions:

Every effort has been made to identify the essential functions of this position.  However, it in no way states or implies that these are the only duties you will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position, or in keeping with the individual’s skills and qualifications.

Duties and Responsibilities

Oversee all aspects of general office coordination including calendar, work flow, and meeting agendas / set-up with accurate preparation and follow-up

Notify Executives of any upcoming events / meetings; work with outside affiliates to make appropriate arrangements for meeting materials

Make travel arrangements as needed

Answer telephones, field administrative requests as able, take messages as needed and transfer calls to appropriate staff member

Listen to and resolve complaints from customers and public

Open, sort and distribute incoming correspondence, including faxes and e-mail

Perform general clerical duties to include, but not limited to, responses to correspondence containing routine inquiries, creating / modifying documents, bookkeeping, copying, faxing, and mailing

Coordinate, maintain, file and retrieve organizational documents, contracts, records and reports

Conduct research, compile data and prepare papers for consideration and presentation, and support staff in assigned project based work

Collect and maintain inventory of office supplies and equipment. Reorder when necessary.

Oversee process of credit card purchases; keep proper documentation of purchases and reconcile records.  Liaison between Finance and Cottages.

Assist with coding of Invoices.

Follow all guidelines in the handbook and policies, as well as, all safety procedures established by Santa Teresita

Assists with Payroll and updating of Employee Files for both Care Coordinator and Administrator

Assists with the making the Schedules for both the Care Coordinator and the Administrator

Oversees forms that need to be signed and returned to Human Resources as needed

Updating of various Licensing and Policy and Procedures Binders

Assist with planning, support and hands-on for set up Specialized Healthcare retreat events

Working Conditions

Will need to sit and/or work on computer for extended periods of time

Is subject to frequent interruptions

Is subject to hostile and emotionally upset residents, family members, personnel, vendors and visitors on occasion

Must be able to travel locally as needed

Physical and Sensory Requirements

 Must be able to move intermittently throughout the workday

Must be able to see and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met

Must be able to push, pull, move, a minimum of 25 pounds and be able to push, pull, move, such a weight a minimum distance of 50 feet

Must be able to lift and/or carry a minimum of 25 pounds and lift to a height of 5 feet

 
Full-Time/Part-Time Part-Time  
Shift Days  
Salary Range $18.45 - $26.75  
Position Administrative Assistant  
Number of Openings 1  
Exempt/Non-Exempt Non-Exempt  
Location Santa Teresita  
About the Organization The Carmelite Sisters of the Most Sacred Heart of Los Angeles celebrate 90 years of service to the Los Angeles Archdiocese through apostolic works in health care, education and spiritual retreats.

Please visit our website for more information: www.carmelitesistersocd.com/directory/  

This position is currently not accepting applications.

To search for an open position, please go to http://CarmeliteSistersoftheMostSacredHeartofLA.appone.com



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