Administrative Assistant

• Employer paid Medical, dental, vision, drug insurance, Group Term Life and AD&D Insurance = Estimated Annual Value of $7,300 (Full Time)
• 403(b) Retirement Plan with generous company contribution = 8.5% match after one year
• 11 Paid holidays, vacation (10 Full Time), and sick leave accrual up to 90 days
• FREE employee meals (breakfast, lunch, or dinner) with PAID meal and break periods for employees working in our communities
• Education Assistance Program for qualified employees who want to become CNAs
• Best practices, very safe engaging work environment for all, and much more!

Purpose

To provide administrative support for the Environmental Services department and manage the administrative office function. This position is Full Time (40 hrs. per week) Monday to Friday from 7am to 3pm.

Essential Functions

• Performs administrative support duties for Environmental Services by completing the monthly preventive maintenance and compliance reports for 15 Craigside, Arcadia and Home & Community Based Programs.
• Manages and assigns work orders.
• Sends out monthly checklists.
• Manages the stop and watch log.
• Coordinates department purchasing under guidance of ES Manager.
• Codes all invoices for review by the Department Supervisor.
• Maintains inventory of all maintenance and housekeeping supplies.
• Assists with responding to residents, vendors and staff, and independently giving information and handling inquiries when possible and as requested.
• Other duties as assigned by the Arcadia Family of Companies.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor’s degree (B.A.) from a 4 year college or university; or two to four years related experience and/or training; or equivalent combination of education and experience.

Certificates, Licenses, and Registrations

No certificates, licenses, and registrations are required.

Required Competencies

Communication Skills

• Communicates well, both verbally and in writing.
• Recognizes the need to speak carefully and professionally.
• Utilizes discretion and tact for sensitive and confidential matters.

Interpersonal Skills

• Demonstrates sensitivity toward diversity.
• Engages and builds positive relationships.
• Encourages people to work together.
• Accepts suggestions and constructive criticism to strengthen capacity and understanding.

Continuous Learning

• Continues to seek learning opportunities and integrates knowledge into work practice and personal development; shares knowledge willingly with others.
• Works with others to gain knowledge; learn from others’ experiences and expertise.
• Completes necessary training and education to ensure department’s effectiveness.

Productivity/Efficiency

• Performs Essential Functions and Required Competencies with minimal supervision.
• Recognizes own personal and professional limitations and seeks assistance as required.
• Identifies organizes and prioritizes workload, tasks and schedules. Disseminates information to appropriate parties.
• Independently conducts follow ups to ensure timely completion and compliance.
• Understands and summarizes activities and actions into concise data.
• Recognizes situations that require tact, confidentiality or acknowledgement.
• Insights on resources/contacts and attempt to broaden base.
• Acts as a resource person to all staff regarding Arcadia Community Services’ policies and procedures and strives for adherence.
• Uses standard office equipment, including a computer, monitor, printer, telephone, facsimile machine, calculator, copier and shredder.

Problem Solving

• Identifies and articulates subjects and issues. Provide suggestions and recommendations that are realistic and practical towards resolution or completion.
• Courteously and professionally works with staff and vendors to resolve problems.
• Analyze problems and develop strategies for resolution.

Computer Skills

Proficiency in MS Office Suite, includes, MS Word, Excel, Powerpoint, and Outlook.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing their essential functions, employees are occasionally exposed to the following conditions:

• Air conditioned office environment;
• Indoors without air conditioning;
• Outdoors—all types of weather; and
• Hazardous materials.

The above information on this job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Reasonable accommodations may be available to individuals with disabilities. Management has the right to add to, revise, or delete information in this description.

Please apply by clicking the “Apply” button

If you do not have a resume or if your resume does not include all employment you have held in the last 10 years, please complete and attach the Employment History form (located at the bottom of the page) to your application for employment. Please note that you must save the document to your computer or device before you upload the file.

Arcadia Family of Companies is comprised of the following non-profit organizations:

Arcadia Retirement Residence
15 Craigside
Arcadia Adult Day Care and Day Health Center
Arcadia Home Health and Home Care Services
Arcadia at Home
Hale Ola Kino by Arcadia

Arcadia Family of Companies is an Equal Opportunity Employer