Loretto Management Corporation

Administrative Assistant I - Maintenance & Dining - displayid:2020-14237 -

Department
Housing - 5
Type
Regular Full-Time
Shift
First
Weekends Required?
Yes
Weekend Shift Details
As required

Overview

 

The Administrative Assistant I performs administrative and clerical functions to maintain smooth operations for the Maintenance and Dining departments and provides exceptional customer service. Coordinates phone correspondence, mail, record keeping, filing, etc. Arranges meetings and maintains minutes. Directs and responds to inquiries and issues appropriately in the absence of supervisor. Creates various reports, forms, and graphs as required. Provides coverage for Receptionist and others as requested.

Responsibilities

The Administrative Assistant-Maintenance and Dining is shared between the two departments and responsibilities include:

  • Producing event flyers and meeting minutes,
  • Managing work orders for repairs,
  • Maintaining appropriate filing systems.
  • Processing, tracking, and coding invoices,
  • Assisting with the coordination and input of Quality Assurance inspections

Additional duties for all Administrative Assistant I's may include

  • Prepares, organizes, updates and maintains documents, forms, logs, newsletters, policies, databases, medical records, minutes, clinical information and files. Ensures paper or electronic information is filed accurately in an easy to retrieve and organized system. May review files or paperwork for completeness, such as signatures and dates.
  • Coordinates meetings and appointments by scheduling attendees, preparing agendas, confirming attendance, reserving meeting rooms and arranging for catering/refreshments as directed. Attends meetings and takes minutes as directed.
  • May arrange meetings or appointments for patients and families and the necessary transportation for an outside appointment.
  • Copies, sorts and routes documents such as mail, publications or packing slips. Delivers to recipients promptly. Sends, receives and distributes fax correspondence.
  • Answers phones and handles calls appropriately using positive customer service skills. Takes accurate messages, routes calls and messages, and returns phone calls promptly. Treats all callers with professionalism, courtesy and respect. Keeps internal phone directories and staff rosters up-to-date.
  • Facilitates communication within the unit, department or function as needed, verbally or in writing as directed. May maintain bulletin boards or other communication vehicles. Designs, writes, prepares and distributes announcements for departmental activities. .

Qualifications

 

  •  0-3 years of administrative or secretarial experience.
  •  High school diploma required.
  •  Typing skills minimum 50 wpm.
  •  Working knowledge of medical terminology.
  •  Demonstrated organizational skills.
  •  Ability to prioritize tasks and work with interruptions.
  •  Ability to understand and carry out complex oral and written instructions.
  •  Interpersonal and customer service skills to deal positively with supervisors, colleagues, families, internal and external customers, including governmental agency employees.
  •  Ability to interact with ill, disabled, elderly and at times emotionally upset people within the facility in a positive, respectful manner.

 

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements

 

To apply please email your resume to IndeedApply@lorettosystem.org

<email>IndeedApply@lorettosystem.org</email>

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