Community Services Administrative Assistant

Administrative Assistant
Department: Community Service

Under the direction of the Director of General Services, the Administrative Assistant provides operational and administrative support to the General Services department.

• 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 (at least 60 wpm).
• Ability to maintain a database 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.
• Maintain positive and professional relationships with residents, guests, vendors, contractors and staff.
• Excellent organizational and time management skills.
• Detail-oriented with high quality work production.
• Ability to meet deadlines and follow up timely with customers.
• Ability to maintain confidentiality of information.

• 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 Database, 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 preventive maintenance files.
• Schedules service to each piece of equipment in coordination with Maintenance Supervisor.
• Contacts contractors as directed by supervisor.
• Facilitates birthday and sympathy cards 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).
• 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, and follows HIPAA regulations.
• Ensures all contractors have liability insurance and W-9 on file with Accounting.
• Notifies Security and Risk Manager of anticipated arrival of new residents for orientation.
• Maintains telephone and cable services as requested by supervisors; notifies Security as needed for escorts.

• A beautiful campus and work environment filled with friendly people.
• Competitive compensation based on experience.
• Low-cost health insurance coverage (major medical, FSA, vision, dental, AD&D).
• Life and disability insurance coverage paid 100% by The Forest.
• 403(b) retirement plan with generous company match.
• Paid sick and vacation time.
• Employee wellness and recognition program.

The Forest at Duke is committed to equal employment opportunity without regard to race, color, sex, disability, religion, national origin, age, genetic information, gender, gender identity or any other class of unique or protected character.