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
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