Administrative Assistant

Administrative Assistant

Trinity Hills of Knoxville - Knoxville, TN 37914

Overview

Position Type Full Time

Description

Summary: The responsibility of the Administrative Assistant is to assist in the general day to day operations of the community as directed by the Executive Director including but not limited to general administrative and support responsibilities for various departments, filing, scanning, copying, data entry, spreadsheet maintenance and other tasks as needed. Comply with all applicable rules, policies, standards and guidelines related to employment with SRI management and its communities. Enhances and improves the SRIM experience for our residents, families, and visitors, promotes the core value of the Golden Rule, answers the telephone courteously, and executes routine clerical work by performing the following duties.

Duties and Responsibilities: include the following. Other duties may be assigned.

1. Speaks to and interacts with residents, families, and visitors while showing empathy, kindness, compassion, and respect.
2. Answers phone with a welcoming and inviting attitude, and always responds courteously.
3. Receives and routes incoming and outgoing mail when needed.
4. Types all correspondence as requested.
5. Schedules interviews for department heads.
6. Timely coordination pre-employment paperwork, scans and submits to the Regional HR Coordinator.
7. Issues uniforms, name badges, keys, security access, etc.
8. Timely processing of HR related documents:

• Scans HR documents provided by Executive and/or department heads and sends to Regional HR Coordinator. Confirms receipt by HR Coordinator and shreds original documents after confirmation of receipt.
• Scans missed punch forms and sends to payroll team.
• Scans and sends invoices to appropriate parties for processing.
• Mails resident statements.
• Mails checks as needed to corporate office.

• Handles sensitive and confidential information; maintaining confidentiality at all times. Knows, understands, and follows HIPAA regulations.
• Order and maintain office supplies as requested and approved.
• Responds promptly and courteously to resident's request for assistance including phone calls and requests from family members and visitors.
• Greets families and visitors, ascertains the nature of their business and introduces to the appropriate department head.
• Answers questions to prospects regarding the community in the absence of the Sales Director.
• Communicates effectively in a language that each resident is capable of understanding.
• Ensures residents and/or responsible parties sign residents out when they leave the community.
• Follows written and verbal instructions.
• Practices good body mechanics and safe working habits.
• Observes and reports safety hazards immediately to supervisor.
• Demonstrates an ability to know each resident and family member by addressing by name.
• Knows, understands, and follows established policies and procedures in emergency situations.
• Works as a team player with other associates and management in accomplishing work assignments.
• Demonstrates a positive and respectful attitude about work issues, policies, and procedures.
• Demonstrates a positive and respectful attitude with residents, families, visitors, associates, and management.
• Complies with all company policies and procedures.
• Attends and/or participates in trainings, in-service meetings, and mandatory meetings.
• Refrains from discussing resident care issues with families and visitors, and refers all inquiries to immediate supervisor.
• Takes initiative in work, seeks out additional information, and offers solutions/suggestions.
• Takes on special projects or assignments outside of regular duties.
• Performs all other reasonable duties as assigned or as requested.

*Essential Function

For Florida Applicants:

Qualifications

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Ability: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Reasoning Ability: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Office Suite.

Education/Experience: High school diploma or general education degree (GED); or less than one year related experience or training; or equivalent combination of education and experience.

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

While performing the duties of this job, the employee is regularly required to stand, walk, use hands, reach with hands and arms, and talk or hear. The employee is frequently required to stoop, kneel, crouch or crawl and taste or smell. The employee is occasionally required to sit and climb or balance. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to bloodborne pathogens.