Administrative Assistant

Part-Time, 16 hours per week

Public Safety Department

JOB SUMMARY

Responsible for performing clerical and administrative functions. Includes heavy volume front-line assistance as customer service representative regarding information and complaints and a resource for residents, residents' families, associates. Also entails handling considerable database usage for resident/customer information and reports, as well as trained to be the HealthMedX database contact for department. Customer service skills are an integral part of this position. Supportive of Village mission, values, and service/hospitality (PRIDE) expectations. Completes training as required by policy.

ESSENTIAL JOB FUNCTIONS

• Contributes to customer satisfaction.

• Responds to inquiries/concerns of residents/customers and others at own discretion.
• Keeps managers alerted to residents, customers, and associate concerns.

• Responsible for staffing schedules.
• Maintains kronos timecards

• Initiates for billing functions.

• Provides communication of information.
• Compiles data/prepares reports impacting timelines of other departments.
• Participates in committee meetings and performance improvement activities; takes and maintains meetings minutes; provides a communication link between departments.
• Provides range of administrative support/assistance for department, clinical, and administrative staff.
• Prepares patient related information requiring faxing daily, retrieving additional incoming faxes and processes as needed.
• Ensures day-to-day operation through independent coordination of multiple tasks.
• Utilizes a variety of computer programs and equipment to perform duties.
• Retrieves data from systems to provide information to appropriate individual or department.
• Orders and maintains office supplies.
• Assists other staff members with office procedure activities & equipment operation.
• Ensures accuracy of information.
• Maintains all aspects of confidential files/records, scans information into files.
• Coordinates flow of department information to maintain communication with other JKV departments.
• Prepares purchase orders & check requests.
• Enters patient information into computer for billing and statistical data collection and assists with billing activities.
• Responsible for prioritizing paperwork in collaboration with Manager necessary to keep assigned deadlines.
• Completes related duties/projects as requested or assigned.
• Drafts requested reports and prepares documents, packets and materials for various committees, meetings, and quality review committees; coordinates all aspects of meetings as required.
• Identifies needs related to Manager, patients, and customers & takes appropriate action.
• Initiates review of existing department procedures and makes or recommends improvements.
• Creates drafts of updated policies/procedures.
• Responsible for incoming and outgoing mail.
• Conducts department specific orientation of new employees regarding John Knox Village Public Safety policies and procedures. Assists in the preparation of forms and documentation required for new employment.
• Adheres to all safety regulations and requirements.
• Handles stress well and gets along with others within the workplace and with customers outside the department.
• Maintains acceptable standards of workplace conduct.

The responsibilities described above represent the primary responsibilities of the job. Other responsibilities may be assigned by the Director or Manager as warranted by business needs. The incumbent is expected to perform all assigned responsibilities.

ESSENTIAL QUALIFICATIONS

Education:

• Requires a high school diploma or general education degree (GED). A one-year certificate from a vocational program is preferred.

Knowledge and Skills (required unless otherwise noted):

• Must be able to type 35 gross words per minute and have experience in use of computers.
• Microsoft Word - Must demonstrate a minimum overall proficiency of 70%, or with a minimum overall proficiency of 50% successfully complete Microsoft Word 1 & 2, or equivalent, within 6 months of employment.
• Microsoft Excel - Must demonstrate a minimum overall proficiency of 50%, or successfully complete Microsoft Excel 1 & 2, or equivalent, within 6 months of employment.
• Medical Records experience is preferred.
• Intermediate knowledge and skill using Microsoft Office applications, including Outlook, Word, PowerPoint, and Excel.
• Ability to prioritize multiple projects/tasks and handle confidential information.
• Professional presentation of self to all visitors and associates.
• Ability to speak in simple sentences.
• Ability to read, analyze and comprehend instructions, short correspondence, and memos.
• Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.
• Ability to apply common sense understanding to carry out detailed but straight-forward written or oral communication
• Excellent customer service and relationship building skills.

Experience:

• Must have one (1) years secretarial/administrative experience.
• Kronos Workforce Scheduler experience is preferred.
• Emergency Services related experience is preferred.

Special Working Conditions:

• Work is primarily performed in an environmentally controlled office setting.
• Occasional travel within the campus (either by walking or driving a personal vehicle) is required.

• The employee is subject to an inside environment which provides protection from external weather conditions but not necessarily from temperature changes.

• All associates may be called upon to assist other departments in a declared emergency situation.

PHYSICAL AND MENTAL DEMANDS

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

• Occasional walking and standing.
• Sitting for the majority of the day with head/neck in left or right rotation and forward bending position.
• Frequent use of hands and fingers (for keying).
• Frequent reaching with hands and arms.
• Must be able to speak and hear clearly.
• Occasional lifting of materials weighing up to 25 pounds.

SUPERVISION RECEIVED

Reports to the Manager/Director of department.

EOE/D/V

Nicotine-Free Workplace

Post-Offer Background Check and Health Screening required.

Questions can be directed to

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)