Administrative Assistant - Lakewood - Waterville, ME

Our mission is to enhance the lives of our residents and their families. Such care recognizes the importance of quality service to residents and co-workers. Each employee has the following responsibilities as an individual:

· Responsible – works independently, in a safe and appropriate manner.

· Sensitive – displays sensitivity and empathy to the needs of residents and co-workers.

· Timely – recognizes time as a most valuable resource and responds promptly to residents’ and co-workers’ needs.

· Accurate – works carefully and precisely, with attention to detail.

· Coordinated – organizes and delivers service in the proper order. Displays good organizational skills and utilizes resources wisely.

· Thorough – meets all requirements of the position. Is able to evaluate and follow-up services.

Summary of Major Functions

This position is responsible for providing administrative support to the Administrator and other Department Managers. This position often serves as the initial point of contact for Administration and is responsible for providing a professional, organized administrative environment in the organization

Hours

40 hours a week, Monday through Friday.

Essential Functions and Work Role Responsibilities

1. Screens incoming telephone calls and handles appropriately by transferring or taking messages.

2. Manages the Administrator’s schedule, booking appointments and issuing reminders as necessary.

3. Organizes and manages files for Administrator.

4. Sorts and distributes Administrator’s incoming and outgoing mail.

5. Serves as secretary to the Board of Directors, arranging meetings, sending notices, creating draft minutes and maintaining Board files.

6. Prepares and distributes agenda and other materials for Board of Directors’ Meetings.

7. Records minutes of meetings.

8. Transcribes dictated letters, minutes, and other correspondence.

9. Prepares and places Help Wanted advertisements.

10. Maintains facility web site.

11. Maintains and updates nursing hour spreadsheet on a weekly basis.

12. Maintains and updates required information for physician credentialing files.

13. Performs typing, recordkeeping, and other clerical tasks for other departments as directed by the Administrator.

14. Provides phone coverage to the Business Office as needed.

15. Has access to sensitive facility and employee information and is required to maintain confidentiality and security of same.

16. Responsible for maintaining regular, punctual attendance.

17. Performs other administrative tasks and duties at the direction of the Administrator.

Physical, Sensory, and Mental Requirements

1. Must be able to sit for prolonged periods of time, and to move intermittently throughout the day.

2. Must be able to see, hear, and read.

3. Must have good organizational skills.

4. Works in office area with telephone, adding machine, typewriter, and computer equipment.

5. Is subject to frequent interruptions.

6. Interacts frequently with a variety of people and is required to maintain a professional attitude and demeanor.

7. Must be able to possess the emotional stability to deal with people who are ill, disabled, elderly, and at times emotionally upset.

Educational/Training/Skill Requirements:

1. Must have prior experience and/or education in general office administration.

2. Proficiency with Microsoft Office and Microsoft Outlook software.

3. Able to record minutes through shorthand and dictation.

4. Demonstrated evidence of telephone skills.

5. Ability to project a professional appearance as demonstrated by appropriate grooming and professional office type attire.

6. Must possess the ability to deal tactfully with personnel, patients, family members, physicians, vendors, and the general public, and to maintain patience and a cheerful disposition in doing so.

7. Must be capable of maintaining confidentiality.