Administrative Assistant, Independent /Assisted Living

Come Join Our Independent /Assisted Living Team!

The Glen is seeking an Administrative Assistant (AA) to assist the Director and Resident Services Coordinator with administrative, financial and recordkeeping functions.

Company Description:

Since 1898, The Glen Retirement System strives to provide the best environment for the elderly. Our focus is a “resident directed” philosophy that caters to each resident's individuality by respecting their choices, preserving their dignity and giving them every opportunity to live a purposeful life. We feel it is the best way to offer the highest quality of care in a compassionate environment that places the respect of our residents above all else. Daily operations of The Glen community are driven by the residents and carried out by staff members that have been empowered to cater to the interests and personalities of the individuals they work with. The Glen is a place where you can make a difference, exceed expectations and be a part of a TEAM. The Glen is about quality care, exceptional customer service and going above and beyond for residents who call The Glen home.

FLSA STATUS: Non-Exempt

ASSIGNED SHIFT: Shift is normally an 8-hour shift 8:00 AM to 4:30 PM, Monday – Friday.

ESSENTIAL FUNCTIONS: Assists the Director and Resident Services Coordinator with administrative, financial and record keeping functions; answers the phone for the operation; assists residents and visitors with business issues

QUALIFICATIONS/REQUIREMENTS:

• Must be a people-oriented individual, have good communication skills, and the ability to work with a diverse group of people.
• Must be able to work overtime as required.
• Computer skills appropriate to job tasks.
• Minimum high school diploma with experience or training in office management.
• General administrative and clerical skills such as answering phone, typing, filing, ten-key and computer
• Education or experience in accounting and human resource management.
• Time management skills, self-motivation, and organization.
• Versatile and flexible in regard to duties, hours and functions of the position.
• Ability to work under stress with accuracy, speed, and attention to detail.
• Valid driver’s license and be willing to operate a motor vehicle
  
  
  

ADDITIONAL FUNCTIONS:

• Assist Director and Resident Services Coordinator with appointments, phone calls, typing, filing, correspondence.
• Answers phone for facility and routes calls.
• Assist Director and Resident Services Coordinator with preparation of reports to the System office (payroll, agency utilization, and other management reports as needed)
• Assist Director with accounts payable (coding invoices, placing orders)
• Maintains Stiles and Cottages personnel files and coordinates human resource issues with HR Director.
• Maintains Stiles and Cottages licensure/registration information for LPNs and C N As
• Maintains Stiles Administrative files and other records and reporting in accordance with government regulations and company policy
• Responsible for assembling and maintaining residents’ administrative files.
• Function as “back-up” to assist with inquiry tours for prospective residents/families.
• Arranges resident transportation and may transport resident to medical appointments and communicates appropriate information for billing of services.
• Responsible for ensuring residents apartment services are installed prior to move in.
• Responsible for Guest Apartment reservations and make ready for guest.
• Completes and follow-up on work orders in software program.
• Monitoring and maintenance of Harrell Library.
• Functions as liaison between Housekeeping/Laundry Supervisor and Stiles housekeepers/janitors.
• Works with Housekeeping/Laundry Supervisor on the preparation and posting of staff schedules adequate to accomplish necessary task. Prepares and communicates appropriate information for billing of services.
• Assist with preparation of new hire employee packets and completion of Department Head section of orientation checklist when assigned.
• Responsible for Stiles and Cottages employee recorded time into time clock system and supporting documents. Reports any employee non-compliance or excesses to Director. Reports any employee non-compliance or excesses to the Administrator/Director.
• Maintains and/or appropriately displays all applicable licenses and records necessary to meet all local, state and federal law and regulations. Maintains bulletin board.
• Accounts payable - Processes payable invoices for approval and payment.
• Responsible for credit card reconciliation.
• Maintains and reconciles petty cash fund.
• Assist with housekeeping schedule.
  
  
  

PHYSICAL DEMANDS:

• Must be able to perform in a high-traffic, high-energy environment
• Must be able to lift up to 50 pounds; pull, push up to 90 pounds
• Finger and hand dexterity to operate small equipment and perform job tasks
• Extended periods of sitting, standing, walking
  
  
  

BENEFIT PACKAGE:

• Competitive payrates
• Major medical, dental and vision plans
• Supplemental Insurance available during open enrollment once a year
• Holidays on hire
• Paid Time Off (PTO)
• 403 (b) Retirement Plan