Administrative Assistant

Independent Adult Day Centers

Position: Executive Administrative Assistant

Reports To: Executive Director

Job Summary

The Executive Administrative Assistant (EAA) is responsible for supporting the Executive Director with clerical Center operations and planning, including: Guest scheduling, documentation, Guest/Responsible Party communication, scheduling tours and assessments, and planning and routing transportation. The Executive Administrative Assistant is the initial point of contact for all Center communication and holds the important responsibility for making everyone feel welcomed and accommodated.

Essential Functions

• Greet and screen all Guests/Visitors, answer walk-in inquiries, or refer Guests/Visitors to appropriate individuals
• Coordinate Guest transportation and scheduling including drop ins and cancelations. Oversee daily route planning and record keeping
• Serves as a liaison between drivers and the Executive Director for daily transportation needs
• Assist and support the Executive Director with employee relations of drivers and receptionists
• Support the Executive Director in the management in supervision of drivers and receptionists
• Assist Executive Director with intake management including scheduling tours and assessments
• Assist Guests/Responsible Party/Visitors with the sign in/out process
• Assist Guests/Responsible Party/Visitors with entering/exiting the Center, as needed
• Answer the phone with professional etiquette, and resourcefully respond to general inquires or transfer calls to appropriate individuals. Use instructions provided to alter/create schedules for all appointments/visits
• Assist with preparation of monthly tracker and forward to Business Office Manager
• Receive and file authorizations for Guest services
• Assist in ensuring Guests/Responsible Party receive needed correspondence
• Comply with HIPAA and other state/federal guidelines
• Maintain knowledge of on-going activities, events, and outings
• Communicate to teams in a professional manner
• Execute duties to reflect reasonable safety standards. Universal/standard precautions must be utilized, and training obtained in areas that constitute risk
• Remain alert at all times throughout scheduled shift
• Remain at designated work area throughout entire shift, unless otherwise permitted by supervisor
• Participate in core training and maintain certification of required trainings
• Provide crisis intervention and access emergency services as needed
• Attend and actively participate in staff meetings
• Ensure that individuals we support are treated with dignity and respect in accordance with Independent Adult Day Centers Human Rights Policy
• Complete ‘odds and ends’ tasks assigned by leadership or other staff members, within reason
• Receive, open and sort mail to appropriate staff or center designated locations. Assemble and prepare outgoing mail, ensure that correct inserts are being used and correct labeling/shipping
• Maintain inventory of cleaning and office supplies and place monthly order for each department
• Maintain supply of current and relevant marketing materials at the front desk
• Apply
• critical thinking skills at all times with a solution-oriented mindset
• Other job duties, as needed (speak to leadership for clarification)
  
  

Qualifications

• High school diploma or equivalent
• Previous experience in a human services position preferred
• Proficient computer skills, including knowledge of Microsoft Word, Microsoft Excel and email systems
• Positive attitude and ability to work with interdisciplinary team of professionals
• Valid driver’s license in state of residence
• Qualifying criminal background check and driving record check
• Must be able to demonstrate competence in certain areas of training
• Ability to calmly and repetitively model appropriate behavior in difficult or challenging situations
• Ability to react to situations such as preventing a Guest from harming themselves
• Ability to research how to do specific tasks assigned if instructions are not provided (mail merge, supply orders, etc)
  
  

Essential Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stans; walk; sit; use hands to finger; handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stop; kneel; crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move objects/people with or without assistance. Specific vison abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. The employee must be able to use general office equipment such as computers, photocopiers, telephones, etc. Housekeeping duties such as cleaning, cooking, snow shoveling, etc and assisting at sites with individual’s job duties may include cleaning, lifting, snow shoveling, etc. Exposure to outside weather conditions while working with individuals may be required.

Psychological Requirements

The employee must possess the ability to process vague, abstract, verbal and written instructions; work under stress, interruptions, and tight deadlines; problem solve, answer questions and evaluate results of performance; visualize and assess abstract ideas.