Administrative Assistant- Assisted Living - Full Time

PURPOSE OF THE JOB
To provide clerical and marketing support for Assisted Living.

DUTIES/RESPONSIBILITIES
1. Maintain and communicate resident records, including Face Sheets, insurance information, contact information and relocations.
2. Create and distribute resident communications
3. Monitor and respond to inquiry calls and emails
4. Schedule and assist Administrator with conducting tours.
5. Distribute staff communications, pay checks
6. Attend Memory Care Family Meetings, take minutes, and maintain timely notices to families.
7. Maintain census reports, Admit and Discharge Logs and Monthly Score Sheets
8. Order office supplies and maintain adequate inventory
9. Assist residents, families, and visitors with requests, coordinating with other departments as appropriate (maintenance, dining, transportation)
10. Assist with planning and attending special resident events
11. Assist with required facility records including updating policies and procedures.
12. Create and maintain pertinent team member files
13. Take and distribute resident photos to appropriate departments.
14. Collect and distribute appropriate USPS mail to family members, POA, Etc.
15. Update Seaside Biography Book
16. Code monthly Administration Charges
17. Track recurring subscriptions, memberships and licenses.
18. Assist with tracking and communicating team member annual requirements, i.e. training, PPD’s, licenses and certifications
19. Coordinate volunteer orientation w/Activities staff and maintain individual files
20. Obtain business agreements with Ancillary Service Vendors and maintain files with license, insurance, etc.
General
1. Participate in QAPI as needed
2. Participate in all required education and training
3. Participate in all required Disaster Drills (fire, elopement, etc.)
4. Performs all other duties, as assigned.

QUALIFICATIONS
Education:
• Minimum high school plus specialized training in a vocational occupation or equivalent.

Experience:
• Minimum one year working with residents in a long-term care setting.
General:
• Must have good organizational skills.
• Must be a detail-oriented person and able to perform duties with great accuracy on a daily basis.
• Must have excellent personal skills, demonstrating the ability to conduct oneself in a non-controversial style; a style that inspires the respect of others and promotes a sense of trust in the individual’s competence.
• Must have good communication skills; speaking, writing, and listening.
• Must be fluent in English.
• Must have excellent computer skills.
• Must be proficient with Microsoft Office programs with emphasis on Excel, Outlook, PowerPoint, Publisher, and Word, with the ability to learn and use proprietary software as required.

CERTIFICATES/LICENSES/REGISTRATIONS
• This position does not require any certificate/license/registration.

PERSONAL REQUIREMENTS
• Support Plymouth Harbor’s mission, striving daily to ensure the best possible outcomes for the health and well-being of residents and staff.
• Maintain high personal standards for performance and encourage others to do the same.
• Must be able to get along with others and work as a team player.
• Maintain confidentiality in all Plymouth Harbor, resident, and team member matters.
• Use good judgement and make independent decisions when circumstances warrant such action.
• Work harmoniously with all persons residing in, employed by, or associated with, the organization.
• Be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people.
• Wear Plymouth Harbor team member i.d. badge at all times when on duty.
• Abide by the dress and grooming guidelines established for the department and possess good personal hygiene habits.

PHYSICAL REQUIREMENTS
• Must possess fully functioning sense of sight/hearing or use prosthetics that will enable these senses to function adequately in order to do the job.
• Must be able to sit, stand, walk and move throughout the workday (lifting, carrying, bending, squatting, reaching, kneeling, pushing, pulling, twisting) using good body mechanics.
• Must be able to lift/push up to 20 pounds.
• Must be able to sit for long periods of time.
• Must be able to cope with the physical and emotional demands of the position.