Community Services Administrative Assistant

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)
• Able to maintain a data base system
• Prior customer service/receptionist experience preferred
• Able to read, write, and communicate orally in English
• Able to work independently
• Service driven and a positive attitude
• Personable and approachable
• Able to maintain positive and professional relationships and interactions with residents, guests, vendors, contractors and staff
• Able to maintain organizational and time management skills
• Able to produce high quality work
• Able to meet deadlines and follow-up timely with customers
• Able to maintain confidentiality of information

Essential Functions of the Job

• Exhibits a professional and cooperative spirit with the management team, all Forest staff and residents
• 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
• Contact 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

Benefits

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.