Administrative Assistant

About the Role

This position serves as the first point of contact for Thomas Rest Haven, managing communications, visitor interactions, and administrative support for the facility.

Responsibilities

• Answer telephone, route calls, receive and transmit messages to facility personnel and residents.
• Greet visitors and direct them to the proper areas.
• Deliver flowers or other gifts to residents.
• Perform typing, photocopying, and mailing for the administrator and department supervisors.
• Compile data and prepare reports, agendas, and schedules as requested.
• Maintain office equipment in safe, working condition and manage inventory of office supplies.
• Maintain confidential employee work and health records in an orderly manner; arrange orientation for new employees.
• Manage the ordering of all facility employee uniforms.
• Maintain the facility nurse aide registry in accordance with state and federal regulations.
• Schedule and arrange meetings and appointments for department supervisors.
• Report to work with a clean, neat appearance and present a professional image.
• Accept assigned duties, instructions, or corrections cooperatively; voice concerns professionally through established channels.
• Comply with all federal, state, and other regulations within the scope of job duties.
• Observe safety hazards and emergency situations; report or take corrective action as needed.
• Protect residents’ rights and maintain confidentiality of residents, employees, and facility business.
• Perform other related duties and projects as assigned by the administrator.

Physical Activity Requirements

• Lifting: Routinely engage in light to medium physical activity (e.g., handling office materials, filing). Occasionally push or pull occupied wheelchairs in excess of 100 pounds. May push large instruments (e.g., piano) on wheels. Lifts up to 35 pounds.
• Carrying: Carry equipment and other items not exceeding 35 pounds.
• Sight: Vision corrected to average to assess and respond to resident needs. Requires close vision, depth perception, and ability to adjust focus.
• Hearing: Normal range of hearing (as corrected) to respond to communication from residents, staff, physicians, and families.
• Socialization: Work with staff across all departments; interact professionally with residents, families, and individuals who may be discourteous, demanding, or emotionally vulnerable. Control emotions and behavior to protect residents' rights and maintain professionalism.
• Other: Frequently use hands to finger, handle, or feel; reach with hands and arms; talk or hear.

Environment: Exposure to office equipment, chemicals (e.g., copier toner), moderate to high noise levels, and minimal risk of infection through close contact with residents. Frequent work interruptions may occur.

Requirements

• High school graduate required.
• Post-secondary education in accounting, business, and/or computers preferred.
• Functionally literate in English (written and spoken).

Benefits

• Health Insurance
• Vision Insurance
• Dental Insurance
• Life Insurance (paid by facility)
• AFLAC
• IPERS 457
• Personal Time