Administrative Assistant

Position Summary

Provides support services to other exempt and non-exempt staff related to human resources, accounting, payroll, correspondence, inventory management, and other related business and operational functions, including but not limited to manager‑on‑duty and back‑up assistance when necessary. Will accept other duties from the Executive Director as designated.

Executive Director

• Receives, sorts, and forwards incoming mail. Maintains and routes publications.
• Manages the ordering, receiving, stocking, and distribution of community supplies.
• Manages Accounts Receivable, Billing, Accounts Payable, General Accounting, and Payroll for processing.
• Supports department managers with the recruitment of new employees.
• Conducts, completes, and documents all new employee orientation duties, including pre‑hiring criminal history, registry, and reference checks. Ensures health benefit enrollment is completed for new employees when required.
• Assists community management with the move‑in process as necessary.
• Assists residents and family members with general questions and/or directs them to the appropriate individuals.
• Conducts marketing tours and collects initial inquiry information when requested. Assists with Lead Center input.
• Assists the Executive Director with scheduling and content development for staff meetings.
• Communication responsibilities include telephone, fax, visitor, and management of USPS, Fed‑EX, UPS packages, and written correspondence distribution, and, if required, follow up.
• Performs other duties as assigned.

• Possession of strong computer and organizational skills. Is neat, accurate, dependable, and keeps work/space clean.
• Excellent verbal and written communication skills. Possesses exceptional interpersonal communication skills. Adequate and clear English speaking and writing ability.
• Displays mature behavior and attitude in speech and action.
• Is self‑motivated and can perform all job duties independently without supervision.
• Demonstrates the ability to self‑identify areas needing additional training and request the same.
• Interacts in a professional manner with residents, public, and co‑workers. Works cooperatively in partnership with management. Displays willingness to assist co‑workers when the situation requires.
• Willingness to cross‑train with other community positions.
• Ability to maintain strict resident and operational confidentiality.
• Displays cleanliness, good grooming, and personal appearance, and follows dress requirements consistently.
• Maintains an acceptable attendance record.
• Ability/willingness to follow all policies and procedures.
• Ability to do occasional heavy lifting (up to 50 lbs.), 30 lbs. regularly.
• Ability to spend long periods on feet and to ambulate quickly.
• Is free of non‑treated communicable disease.

One or more years of office management experience to include AR, Billing, AP, Payroll functions, and computer skills, or equivalent combination of education and experience. Supervision and management of personnel preferred.

Possession of a high school diploma or equivalent (GED). Some college or business training preferred.