Administrative Assistant
Huntsville, Alabama•Part-time
About the Job
This position will originally be Part-Time.
The duties and responsibilities of the Administrative Assistant/Concierge include serving as a Receptionist for the Community, operating the telephone system, greeting visitors, business contacts, family members, and team members, and assisting the President and Business Office Manager with correspondence, filing and other day-to-day office duties.
The duties and responsibilities of the Administrative Assistant/Concierge include serving as a Receptionist for the Community, operating the telephone system, greeting visitors, business contacts, family members, and team members, and assisting the President and Business Office Manager with correspondence, filing and other day-to-day office duties.
Essential Responsibilities:
- Maintain records and daily resident census.
- Receive and separate incoming mail.
- Distribute incoming and outgoing mail.
- Assist in ordering supplies.
- Receive Community guests and act as the liaison for the Executive Director, department heads and others.
- Run errands outside the Community.
- Set up and maintain files.
- Answer phones and keep log as directed.
- Maintain confidentiality of all pertinent personnel information in accordance with the Privacy Act, as well as established personnel policies governing the release of information.
- Develop, implement and maintain an adequate personnel-filing system.
- Type documents, reports, letters, etc.
- Create and maintain an atmosphere of warmth, optimism, and interest in the needs of residents, families, visitors, and coworkers.
- Recognize, respond and/or report resident emergency immediately.
- Maintain strict confidentiality on all Community data.
- Communicate with and support residents, families, visitors, etc.
- Maintain the privacy of records, conditions and other information relating to residents, employees and the Community.
- Perform emergency procedures such as Cardiopulmonary Resuscitation (CPR).
- Perform other related duties as assigned by the Executive Director.
Required Knowledge, Skills, and Abilities:
- Have strong organizational skills as well as the ability to follow-up, detail-oriented, ability to multi-task; prioritize projects and objectives while meeting deadlines.
- Have proficient computer skills utilizing Microsoft Office, Excel, and Adobe.
- Have strong customer service skills.
Education and Experience:
- High School Diploma or equivalent.
- Have at least one year of previous experience in a clerical or reception role.