Administrative Assistant-FT Cottagewood Senior Communities

To provide a courteous and efficient reception service to residents, staff and visitors. To undertake appropriate administrative duties as delegated by the manager. 

Essential Responsibilities 

• Interact professionally and courteously on the phone and in person with residents, visitors, staff, and all others.   
• Maintain confidentiality and sensitivity.
• Monitor resident, visitor, and staff activity in the reception and lobby areas.  
• Accurately take messages and pass them on to the relevant person in a timely manner. To insure that urgent matters are drawn to the relevant staff quickly and accurately.
• Must be knowledgeable of the services provided and be able to advise individuals making inquiries.
• Respond to emergencies including Fire, Weather (Severe & Snow Storms), Power outages, Resident Elopement, 911 Calls Following Cottagewood Policy and Procedures.
• Complete miscellaneous duties as assigned in time frame designated. These duties include, but are not limited to, copying, faxing, filing, typing, posting and/or distributing flyers, packing brochures, mailing marketing or other materials, updating the marketing database, maintaining office supplies, following a daily to-do list, and attending staff meetings.
• Adhere to all policies and procedures.

Qualifications

• Minimum 1 year receptionist experience with multi-line phone system and High School Diploma or GED
• Strong Customer Service Skills
• Strong Communication Skills
• Strong Problem Solving and Judgment Skills
• Ability to relate to aging population 
• Computer skills with basic knowledge of Microsoft Office and Excel applications. 
• Pleasant phone manner with effective verbal and listening communication skills.
• Able to read, write, spell, do basic math, speak and understand English.

Physical Requirements (based on essential responsibilities)

Must be able to frequently perform tasks such as, but not limited to, those listed below:

• Sit, stand repeatedly during shift to respond to customers, phones, alarms and doors, etc.
• Sits for prolonged periods of time.
• See objects within 10 feet to monitor work areas and computer. 

Must be able to continuously perform tasks such as, but not limited to, those listed below:

• Move, push, pull and/or lift objects weighing 10 to 25 pounds. 
• Use hands and arms for simple grasping, pushing and pulling drawers, wheeled office chair, manipulation of computer keyboard.
• Perform tasks requiring actions of muscles or groups of muscles to walk, stoop, bend, lift, and to carry objects 
• Walk and/or sit for prolonged periods of time
• Speak clearly and make self understood in face-to-face interactions and over the phone and paging systems.
• See objects closely to read directions, instructions, computer screen etc.
• Hear normal sounds and voices with some background noise to receive verbal instructions, answer telephones, communicate with others, etc.

Environment

Works indoors in climate-controlled environment majority of time.  

Working Hours

The work schedule is Monday through Friday 8:30-5:00.

General Notes 

• This job description is not intended to be all-inclusive; additional details will be specified by the supervisor. The employee will also perform other reasonable business duties as assigned by the supervisor.
• Management reserves the right to change job responsibilities, duties and hours as needs prevail.

Great Lakes Management and Gentle Touch Health Initiatives are an at-will employer. This job description is a guideline and does not constitute a written or implied employment contract. GLM/GTHI is an EO Employer/Vets/Disabled.