Office Assistant

West Towne Assisted Living; Port Allen (LA); On-site; USD 32,000 - 42,000; Full time

Job summary

West Towne Assisted Living is seeking an Office Assistant to support Directors with clerical tasks while upholding professionalism and confidentiality, including HIPAA compliance.

This role requires strong communication, organizational skills, and proficiency in MS Office to manage filing, scheduling, and correspondence effectively.

Qualifications

• High school diploma or equivalent required.
• Certifications in office management or higher education preferred.
• Strong clerical and office assistant background.
• Strong leadership and attention to detail.
• Excellent interpersonal and communication skills.

Responsibilities

• Performs clerical duties including typing, filing, and completion of simple forms.
• Opens, sorts, and distributes mail; maintains filing systems.
• Greet visitors and applicants as the receptionist.
• Answers phones and directs calls; prepares messages.
• Prepare letters, memos, forms and reports per instructions.
• Maintain calendars and schedule appointments.
• Process accounts payable invoices with Excel records.
• Proficient with Microsoft Excel, Word, PowerPoint; multi-calendar updates.

Skills

Verbal communication

Written communication

Interpersonal skills

Customer service

Organizational skills

Time management

Microsoft Excel

Microsoft Word

PowerPoint

Education

High school diploma or equivalent

Certifications in office management

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

Job Summary: Office Assistant

Office Assistant will perform various routine clerical duties to support all Directors with tasks while maintaining professionalism within the scope of practice requirements.

Duties/Responsibilities:

• Performs clerical duties including typing, filing, and completion of simple forms.
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Serves as the receptionist for the office, greeting visitors and applicants.
• Answers phones, directs calls to appropriate individuals, and prepares messages.
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Prepare letters, memos, forms, and reports according to written or verbal instructions.
• Sorts incoming mail and deliveries to appropriate department or individual; processes outgoing mail.
• Maintains filing systems either manually or electronically.
• Manages calendars and schedules appointments accurately.
• Performs other related duties as assigned.
• Prepares binders, maintains and collects all contact information as instructed by all Directors.
• Maintains accounts payable invoices within excel record keeping accurately and proficiently.
• Other duties not listed may occur that will be directly given by Directors on occasion.
• Ability to take initiative for all tasks assigned.
• Ability to take constructive criticism as a learning process with positive actions.
• Ability to maintain confidentiality, knowledge of HIPPA and all company policies is KEY.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent management of multitasking with scope of urgency and to full completion.
• Proficient with Microsoft Excel, Word, PowerPoint, Multi Calendar updates with accuracy.
• Excellence with communication, interacting with Residents and Families.
• Excellence with maintaining direct communication in order of workflow chain of command.

Education and Experience:

• High school diploma or equivalent required.
• Certifications in office management or higher education.
• Strong Clerical with office assistant background history
• Strong leadership, attention to detail, documentation history.
• Strong interpersonal skills with great communication.