The primary purpose of your position is to perform administrative detail including record keeping, maintaining the switchboard, and follow-up functions to assist the Business Office Manager needs of the community.  

Disclaimer: The following statements are intended to describe the general nature and level of work assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the individual in this position.  Other duties may be assigned as deemed necessary or appropriate by management.

ESSENTIAL FUNCTIONS

1.       Know, understand, incorporate, and demonstrate the Mission, Vision, and Values of Mount Joseph at Waterville in behaviors, practices, and decisions.

2.       Consistently demonstrate (leads by example) to all internal and external customers (residents, visitors, volunteers, and colleagues.)  Create and maintain an atmosphere of warmth, propagating a calm environment throughout the community.

3.       Execute assignments in a culture that is shared and collaborative across all divisions within Mount Joseph at Waterville.

4.       Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the community to assure that administrative services and activities are properly maintained. 

5.       Accumulate, maintain and provide statistical data as directed.

6.       Ensure that adequate financial records and cost reports are submitted to the Executive Director/Administrator or Designee on a timely basis as directed.

7.       Processes payments for deposit in accordance with established guidelines.

8.       Schedules appointments, processes mail, answers the switchboard. 

9.       Ensure that the office is maintained in a clean and safe manner and that necessary equipment and supplies are maintained.

10.    Orders and manages supplies.

11.    Greets and directs visitors & family members.

12.    Is responsive to the needs of the elders living in the community. Responding to internal and external inquiries in a courteous manner.

13.    Assist in preparing financial and statistical reports including census report.

14.    Assists department managers with various administrative functions, including copies, letters, preparing binders, etc.

15.    Attend and participate in scheduled training, in-service training, mandatory annual in-service training and educational classes as required/needed.

 MINIMUM QUALIFICATIONS

1.       High School Diploma or equivalent.

2.       Previous experience as a receptionist or in a secretarial position preferred.

3.       Comprehensive to expert proficiency with Microsoft product suite (MS Word, Excel, Power Point, etc.); extensive knowledge and experience with electronic mail and calendaring system in PC LAN environment.  Ability to type with speed and accuracy.

4.       Ability to utilize and maintain standard office equipment, e.g., copier, printer, fax shredder, phone system, personnel computer, etc.

5.       Previous experience working in long-term care or with the geriatric population preferred.

6.       Must possess superior customer service skills and professionalism.

7.       Must possess outstanding verbal and written communication skills.

8.       Ability to adapt to ongoing change and work in a fast-paced, customer-driven environment.

9.       Possesses interpersonal and relationship building skills to work in a cross-functional team as well as the ability to work with residents based on their cognitive ability.

10.    Self-starter, highly motivated with a high productivity level.

11.    Possesses a high degree of personal accountability, responsibility and strong decision-making abilities.

12.    Must possess the ability to plan, organize, develop, implement and interpret programs, goals, objectives, policies and procedures of the organization.

PHYSICAL AND MENTAL REQUIRMENTS AND WORKING CONDITIONS

1.       Must be able to adapt to frequently changing work parameters.

2.       Must be able to see, hear and smell or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.

3.       Primarily works inside with frequent kneeling, crouching, reaching, lifting, sitting, walking, bending and lifting. Must be able to push, pull, move and or lift a minimum of 25 pounds to a minimum height of 3 ½ feet and be able to push, pull, move and or carry such weight a minimum distance of 10 feet. May be necessary to assist in the evacuation of residents in emergency situations.

Ø  Physical mobility that includes movement from place to place.

Ø  Physical agility, that includes ability to maneuver body while in place.

Ø  Dexterity of hands and fingers.

Ø  Coordination, including eye-hand, hand-foot.

Must possess the above ability with or without the use of prosthetics that will enable adequate functionality so that the requirements of this position can be fully met.

4.       Subject to exposure to noise, infectious waste, diseases, conditions, etc. including TB, HIV, HEP B viruses. May be subject to the handling of and exposure to hazardous chemicals.

5.       Must be able to speak, read and write the English language in an understandable manner.

6.       Must be able to relate to and work with ill, disabled, elderly, emotionally upset and at times hostile individuals within the community. Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.

7.       Must not pose a direct threat to the health or safety of other individuals in the work place.

8.       Must be able to cope with the mental and emotional stress of the position.

9.       Must meet the general health requirements set forth by the policies of this community, which include a medical and physical examination.

10.    May be required to work beyond normal working hours, on weekends and other positions temporarily when necessary and may be subject to call back during emergency conditions. May be required to work on shifts other then those which originally hired.