POSITION: Administrative Assistant
DEPARTMENT: Community Service
General Purpose:
Under the direction of the Director of General Services, the Administrative Assistant provides operational and administrative support to the General Services department.
Qualifications:
- High School diploma (College degree preferred).
- Two or more years of prior administrative experience.
- Proficient in Microsoft Office Suite (Word/Excel/Outlook/PowerPoint).
- Strong computer/keyboarding skills (must be able to type at least 60 wpm).
- Ability to maintain a data base system.
- Prior customer service/receptionist experience preferred.
- Must be able to read, write, and communicate orally in English.
- Must be able to work independently.
- Service driven and a positive attitude.
- Personable and approachable.
- Must be able to maintain positive and professional relationships and interactions with residents, guests, vendors, contractors and staff.
- Excellent organizational and time management skills.
- Detail-orientation with the production of high quality work.
- Ability to meet deadlines and follow-up timely with customers.
- Ability to maintain confidentiality of information.
Essential Functions of the Job:
Exhibits a professional and cooperative spirit with the management team, all Forest staff and residents.
- Greets guests, residents, vendors/contractors, and team members and assists with resident relations.
- Answers telephone for Maintenance, Housekeeping, and Security and takes messages and requests for repairs.
- Maintains the Work Order Data Base (currently WorxHub), creating Work Orders and assigning them to appropriate Techs.
- Meets regularly with supervisor and department managers.
- Supports department managers as necessary in clerical capacity.
- Establish and maintain accurate records and filing system.
- Covers front desk as needed.
- Creates, gathers, and inputs equipment information into the preventive maintenance files.
- Schedules service to each piece of equipment in coordination with Maintenance Supervisor.
- Contacts contractors as directed by appropriate supervisor.
- Facilitates birthday and sympathy cards that are sent on behalf of the Director of General Services.
- Assists with the purchasing and inventory control of all department supplies.
- Records, maintains, and distributes Minutes of certain meetings as assigned.
- Maintains and updates the Community Services department’s policy and procedures manual(s) in coordination with Director team as assigned and necessary.
- Answers or refers inquiries from residents, families, team members, or public regarding the community.
- Assists in implementing The Forest’s Diversity Program as it relates to the department.
- Adheres to The Forest at Duke’s employment and confidentiality agreements, remains up-to-date on HIPAA training requirements, understands the importance of proper handling and disposal of ePHI, and agrees to follow HIPAA regulations.
- Ensures all contractors doing business at The Forest have a record of liability insurance and W-9 on file with Accounting.
- Notifies Security and Risk Manager or designee as to anticipated arrival of new residents to ensure Security/Maintenance orientation.
- Maintains telephone and cable services as requested by individual supervisors. Notifies Security as needed for escorts.