Administrative Assistant - Part-Time

POSITION TITLE: Administrative Assistant
RESPONSIBLE TO: Administrator/Executive Director
FLSA STATUS: Non-exempt
Job Summary: Employee assists the Administrator/Executive Director with payables, receivables, payroll, filing, typing, and general office duties.
Accountability: Administrative Assistant reports to the Administrator/Executive Director.
Equipment Used: Phone, typewriter, copier, facsimile, computer, time clock, adding machine and other general office equipment.
Environment: Inside environment with some noise distractions due to copy machine, printer, and phones.
Duties and Responsibilities: The employee is required to be able to perform the essential functions of the job with or without reasonable accommodations. Except as specifically noted, the following functions are considered essential to this position.
Greeting the public to include answering and directing phone calls coming into facility, assisting/directing visitors to their desired location, and answering questions that visitors, family members, residents and staff have.
Maintaining administrative files to include but not be limited to all employee files, resident billing files, OSHA log, workers compensation files, and remittance advises.
May processes payroll and keeps accurate account of all employee attendance.
Processes receivables and keeps accurate account of all money paid to and deposited from the facility. Sends receivable letter on or about the 10th of each month, and makes phone calls regarding outstanding receivables on or about the 20th of each month. Sends eviction notices on the 5th day of the following month to outstanding accounts. Informs administrator at each step and follows additional directions given.
May be required to take minutes for various meetings.
Processes payables on a weekly basis and sends them to the Central Office.
Orders office supplies and is responsible for the office supply budget. Informs the administrator/executive director prior to spending monies in excess of the budget.
Responsible for accurate accounting of the facility census on a daily basis.
Responsible for all employee records including maintaining accurate (includes all required forms) and current records on present and past facility employees.
Assures personal and staff compliance to all State and Federal regulations including blood borne pathogens, infection control, use of hazardous materials, and fire safety.
Assures personal and staff compliance to Resident Rights.
Physical Activity Requirements: The employee is required to obtain the assistance of another employee to lift or carry object in excess of 25 lbs. The employee must be aware that during the normal, routine performance of the essential functions, some of the following body movements may occur naturally, although they may not be a requirement of the job.
Primary Physical Requirements:
Lift up to 10 lbs: Frequently
Lift 11 to 25 lbs: Rarely
Lift 26 to 50 lbs: Not required
Lift over 50 lbs: Not required
Carry up to 10 lbs: Occasionally
Carry 11 to 25 lbs: Rarely
Carry 26 to 50 lbs: Not required
Carry over 50 lbs: Not required
Reach above shoulder height: Frequently
Reach at shoulder height: Constantly
Reach below shoulder height: Frequently
Push/Pull: Frequently
Hand Manipulation:
Grasping: Constantly
Handling: Constantly
Torquing: Not required
Fingering: Constantly
Controls & Equipment: General office equipment and supplies.
Other Physical Considerations:
Twisting: Not required
Bending: Required
Crawling: Not required
Squatting: Not required
Kneeling: Not required
Crouching: Not required
Climbing: Not required
Balancing: Not required
During an 8 hour day, Employee may be required to:
Consecutive Hours Total Hours
Sit 2 8
Stand 1 1
Walk 1 1
Work Surface: Standard desk and office chair. Office may be on tile or carpet.
Cognitive and Sensory Requirements:
Talking: Required
Hearing: Required
Sight: Required
Tasting & Smelling: Not required
Access to Personal Health Information: Requires access to limited personal health information on an as needed basis.
Other Training, Skills, and Experience Requirements: Computer skills, adding machine, phone system, fax machine, and typewriter. Employee must be able to perform in such a way to build good working habits and relationships among the staff that they manage as well as other departmental staff. Employee must demonstrate on an ongoing basis the ability to develop and maintain good working relationships with co-workers and other department.
Summary of Occupational Exposures:
Bloodborne Pathogens: Tasks and procedures performed by employee involve risks classified by CDC as:Category III (Task/Activity does not entail predictable or unpredictable exposure to blood)
Refer to Exposure Control Plan for additional information.
Other Considerations and Requirements: This position requires an individual with strong communication skills and the ability to work without direct supervision. The Administrative Assistant must be well organized, efficient with their time, and able to coordinate many activities. The employee may be requested to perform other duties or tasks that are not listed, but are within the competence and training of the individual. The employer reserved the right to modify this job description based upon the company needs.

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