Administrative Assistant-MR

St. John's United; Billings (MT); On-site; USD 32,000 - 42,000; Full time

Job summary

St. John’s United Mission Ridge seeks an Administrative Assistant to provide professional reception and clerical support. You will operate the switchboard, greet visitors, assist residents, support admissions, and manage calendars and reports for the Executive and Associate Directors.

The role requires MS Office proficiency and strong communication. Responsibilities include coordinating meetings, assisting with admissions tours, and maintaining confidential records in a respectful, professional

Qualifications

• Knowledge of current Microsoft Office products.
• Preferred experience in a similar setting.
• Ability to work independently.
• Relate well with the public.
• Good telephone etiquette.
• Strong writing, verbal and observation skills.

Responsibilities

• Operate the telephone switchboard and direct calls or transfer to staff.
• Greet and assist residents and visitors.
• Serve as liaison for Resident transportation.
• Provide secretarial support to the Executive and Associate Directors.
• Prepare reports and handle word processing/spreadsheets.
• Conduct tours and assist Admissions.

Skills

Telephone etiquette

Written/verbal communication

Multi-tasking

Interpersonal skills

Office administration

Organizational skills

Education

High school diploma or GED

Tools

Microsoft Office

Word processing

Job description

DEPARTMENT: ADMINISTRATIONPOSITION TITLE: ADMINISTRATIVE ASSISTANT MISSION RIDGERESPONSIBLE TO: EXECUTIVE DIRECTOR, ASSOCIATE DIRECTOREXPOSURE LEVEL: CATEGORY IIIEXEMPTION STATUS: Non-exempt______________________________________________________________________________________SUMMARY:To provide professional, friendly, and quality reception and administrative assistant duties to Mission Ridge.ESSENTIAL JOB FUNCTION: Related Responsibilities Operates the telephone switchboard, has complete responsibility for directing all incoming telephone calls to Mission Ridge or transfer to other staff members Greets and assists residents and visitors Serves as liaison for Resident transportation Serves as Administrative Assistant to, Associate Director and Executive Director of Mission Ridge and Vista and Health Director Provides secretarial support to administrative staff. Completes word processing and spreadsheet projects Complete and distribute the following reports:o Master Apartment Status Report,o Weekly Marketing and Sales Activity Reporto Waiting Listso ACT Reportso Daily Communicatoro Resident Daily Census Assists employees and volunteer applicants in completing job applications Gives basic facility information, such as brochures and informational packets, to persons wanting information about the Independent Living Facility Performs tours and helps Director with Admissions Arranges meetings/conferences, schedules appointment/interviews, and performs other duties related to maintenance of the Administrators’, and Health Director’s calendars Performs other assigned duties per instruction of the Director or SupervisorESSENTIAL JOB FUNCTION: Safety Obeys safety rules of St. John’s United/Mission Ridge/Vista Identifies, reports, and/or corrects obvious safety hazards Attends mandatory safety in-servicesESSENTIAL JOB FUNCTION: Mission/Customer Service Supports the growth and actively engages in the Eden Alternative philosophy, including a work environment with plants and animals. Follows the St. John’s Guidelines for Customer Service*Let the Mission be your guide*Make eye contact and smile*Greet & welcome each and every person*Seek out personal contact*Provide immediate service-listen & act*Use appropriate body language at all times*Be gracious to each & every personESSENTIAL JOB FUNCTION: Employee Responsibilities Follows policy and procedures on TB testing. Follows policy and procedures on annual influenza vaccinations. Role model excellent confidentiality Attends all mandatory in-services Works under the general supervision of the Associate Director at Mission Ridge Has daily contact with the guests, the public, outside vendors and potential employees Helps to supervise relief administrative assistant staffREQUIREMENTS:Minimum Requirements: Knowledge and skills acquired through completion of high school or GED. Knowledge of current Microsoft Office products. Preferred experience in a similar setting.Knowledge, skills, and abilities required: Ability to work independently. Ability to relate well with public Must possess good telephone etiquette Must possess good writing, verbal and observation skills Ability to communicate and interact effectively in a professional manner Must be computer literate with good word processing skills and have a high comfort level with networked computer systems Ability to multi task and type 60 words per minute Ability to respond to management and staff level employees needs in a timely and professional manner Ability to perform job tasks following established procedures and reports problems or concerns to supervisorPHYSICAL DEMANDS: Requires minimal lifting functions Requires moderate bending, standing and reaching activitiesWORKING CONDITIONS: Normal office setting. No hazardous material exposure This position requires the ability to function independently in performing assigned dutiesThe examples of essential job functions identify the major duties and requirements for the performance of this job and do not identify all duties, responsibilities and requirements performed by positions in this class.