Community Services Administrative Assistant

POSITION: Administrative Assistant
DEPARTMENT: Community Service

General Purpose:

Under the direction of the Director of General Services, the Administrative Assistant provides operational and administrative support to the General Services department.

Qualifications:

• High School diploma (College degree preferred).
• Two or more years of prior administrative experience.
• Proficient in Microsoft Office Suite (Word/Excel/Outlook/PowerPoint).
• Strong computer/keyboarding skills (must be able to type at least 60 wpm).
• Ability to maintain a data base system.
• Prior customer service/receptionist experience preferred.
• Must be able to read, write, and communicate orally in English.
• Must be able to work independently.
• Service driven and a positive attitude.
• Personable and approachable.
• Must be able to maintain positive and professional relationships and interactions with residents, guests, vendors, contractors and staff.
• Excellent organizational and time management skills.
• Detail-orientation with the production of high quality work.
• Ability to meet deadlines and follow-up timely with customers.
• Ability to maintain confidentiality of information.

Essential Functions of the Job:

• Greets guests, residents, vendors/contractors, and team members and assists with resident relations.
• Answers telephone for Maintenance, Housekeeping, and Security and takes messages and requests for repairs.
• Maintains the Work Order Data Base (currently WorxHub), creating Work Orders and assigning them to appropriate Techs.
• Meets regularly with supervisor and department managers.
• Supports department managers as necessary in clerical capacity.
• Establish and maintain accurate records and filing system.
• Covers front desk as needed.
• Creates, gathers, and inputs equipment information into the preventive maintenance files.
• Schedules service to each piece of equipment in coordination with Maintenance Supervisor.
• Contacts contractors as directed by appropriate supervisor.
• Facilitates birthday and sympathy cards that are sent on behalf of the Director of General Services.
• Assists with the purchasing and inventory control of all department supplies.
• Records, maintains, and distributes Minutes of certain meetings as assigned.
• Maintains and updates the Community Services department's policy and procedures manual(s) in coordination with Director team as assigned and necessary.
• Answers or refers inquiries from residents, families, team members, or public regarding the community.
• Assists in implementing The Forest's Diversity Program as it relates to the department.
• Adheres to The Forest at Duke's employment and confidentiality agreements, remains up-to-date on HIPAA training requirements, understands the importance of proper handling and disposal of ePHI, and agrees to follow HIPAA regulations.
• Ensures all contractors doing business at The Forest have a record of liability insurance and W-9 on file with Accounting.
• Notifies Security and Risk Manager or designee as to anticipated arrival of new residents to ensure Security/Maintenance orientation.
• Maintains telephone and cable services as requested by individual supervisors. Notifies Security as needed for escorts.

• A beautiful campus and work environment filled with friendly people.
• Competitive compensation based on experience.
• Low cost health insurance coverage (major medical, FSA, vision, dental, AD&D).
• Life and disability insurance coverage paid 100% by The Forest.
• 403B retirement plan with generous company match.
• Paid sick and vacation time.
• Employee wellness and recognition program.