Administrative Assistant

Illuminus; Town of Hazel Green (WI); On-site; USD 34,000 - 48,000; Full time

Job summary

Illuminus is seeking an Administrative Assistant to serve as the first point of contact for residents and visitors, providing professional administrative support across departments.

The role emphasizes confidentiality, high-quality customer service, and teamwork in a healthcare-adjacent setting. Responsibilities include coordinating transportation, handling mail, deposits, and records, and supporting daily operations to ensure a positive community image.

Qualifications

• High school diploma or equivalent required.
• Minimum of two years in a customer service or administrative role.
• Experience in healthcare, insurance, or eldercare preferred.

Responsibilities

• Serve as the first point of contact for residents, families, and visitors.
• Maintain effective communication with residents, family members, and staff.
• Protect confidentiality of resident and employee information.
• Provide professional assistance in person, by phone, and in writing; route inquiries appropriately.
• Support departmental initiatives, prepare documents, flyers, and communications.
• Assist with resident transportation coordination and appointment reminders.
• Handle mail, faxes, and deliveries; endorse checks and prepare deposits.
• Manage campus phone lines and directory information; assist with admissions documentation.
• Maintain and destroy records per retention policy.

Skills

Customer service

Communication

Interpersonal skills

Confidentiality

Independent judgment

Flexibility

Typing

Filing

Word processing

Spreadsheet

Education

High School diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Description

The Administrative Assistant serves as the first point of contact for internal and external customers while providing administrative support to departments within the community.

This job description is intended to describe the general nature and level of work performed. Specific responsibilities, work assignments, and performance expectations may vary across communities and locations to align with resident needs, operational requirements, regulatory standards, and business objectives. Additional duties may be assigned as needed.

ESSENTIAL JOB FUNCTIONS

• Establish and enhance all impressions and encounters with residents, family members, and visitors.
• Maintain and actively promote effective communication with residents and family members/personal representatives.
• Responsible for maintaining a positive image in the community keeping in alignment with our mission, vision, and values.
• Maintain confidentiality of resident and employee information.
• Serve as the first point of contact for internal and external customers, providing professional and friendly assistance in person, over the phone, and through written correspondence; accurately route inquiries and requests to the appropriate individual or department.
• Act as a central administrative resource for the community by supporting departmental initiatives and daily operations. Duties may include developing and maintaining documents, forms, flyers, presentations, and communications; and assisting with uniform coordination, resident activities, meetings, events, and special projects.
• Assist with resident transportation coordination and appointment reminders.
• Assist with resident cash transactions.
• Assist with managing mail, faxes and deliveries.
• Endorse all checks and prepare bank deposits.
• Manage campus phone lines and phone listings as well as other resident directory information.
• Assist with collecting and maintaining admission documentation.
• Manage copier and mail machine service and repair requests, ensuring timely resolution of equipment issues; maintain inventory and order toner, office supplies, and other administrative resources as needed. May assist with stocking supplies throughout the community.
• Maintain and destroy physical and electronic records according to records retention policy.
• Verify resident insurance information for initial information intake.
• Perform other duties as assigned.

Requirements

QUALIFICATIONS

• Commitment to quality programs and services for all residents and patients.
• Upbeat and personable communicator with strong customer service skills.
• Ability to relate well to the residents/patients, families, staff and the community in general.
• Ability to work cooperatively with other members of the team.
• Ability to maintain and protect the confidentiality of information.
• Ability to exercise independent judgment and make sound decisions.
• Tolerance of interruptions and ability to be flexible with daily routine.

EXPERIENCE AND TRAINING

• High School diploma or equivalent.
• Minimum of two years of experience in a customer service role or administrative role. Experience in healthcare, insurance, or eldercare setting strongly preferred.
• Word processing and spreadsheet knowledge.
• Typing and filing abilities.
• Experience verifying insurance information preferred.