Administrative Assistant

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Assists with move-in process.
• Reports Weekly Census to accountable party.
• Assists with 120-day lease recertification notifications and verifications.
• Prepares leases, lease recertifications, and necessary correspondence required and makes appointments for residents’ annual income recertification and lease renewals.
• Confirms that all necessary forms and leases have been signed by residents as required.
• Maintains Resident File integrity.
• Manages mass mailings of annual review of waiting list applicants and/or marketing materials.
• Prepares and deliver receivables
• Makes recommendations for process improvement.
• Schedules meetings and makes appointments
• Orders and maintains supplies
• Prepares payroll records

• Prepares payables and expense reports
• Performs other clerical duties as assigned to support Housing Management Services.
• Performs all tasks listed above, and additional assigned tasks, with confidentiality.

Corporate Compliance

• Complies with safety policies and procedures.
• Adheres to laws regarding the protection, use, disclosure, and release of client and CJE business information.
• Attends required in services.
• Reports violations of law, regulations, policies, or procedures.
• Reports client abuse or neglect.
• Records documentation timely, accurately, and completely.
• This position has responsibility for HIPAA compliance.
• Exposure to bloodborne pathogens is not likely to occur in this position.

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   

• High school diploma or GED required. Bachelor’s degree preferred.
• Two years of administrative assistant experience or equivalent combination of education and experience is required.
• Proven experience of working with older adults.

Language Skills

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Bilingual English/Russian preferred.
• Excellent verbal and written communication skill.

Certificates, Licenses, Registrations

• N/A

Other Qualifications  

• Ability to apply common-sense understanding to carry out instructions given in written, oral, or diagram form. Ability to assess and manage problems involving multiple variables.
• Ability to understand how and when to engage, and how to limit disruptions.
• Professional level of knowledge in Microsoft Outlook, Word, Excel, PowerPoint, and Teams and have the ability to quickly learn and navigate other software, such as CMMS and department-specific software.
• Professional bearing and understanding of the office work environment.
• Knowledge of office machinery.
• Excellent customer service skills.
• Excellent time-management and follow-up skills and ability to efficiently prioritize work.

 Customer Service

• Displays behavior that creates a customer service culture at CJE by understanding the needs of our clients and customers and demonstrating a strong bias toward service, quality, and customer satisfaction.

CJE Values

All staff should demonstrate the CJE Values in their behaviors and work practices.

• Respect—We recognize, honor, and acknowledge the inherent value of each person for their wisdom, their culture, their background, and their unique history.
• Advocacy—We encourage public policy which will benefit our clients by educating ourselves and the community. Furthermore, we give voice to our clients’ needs and facilitate a positive action on their behalf.
• Compassion—We treat everyone with caring, sensitivity, understanding, and supportive responsiveness.
• Innovation—We continue to advance our knowledge and strive to develop, evaluate, and implement new and advanced programming and models of care to bring benefits to our clients, community, and broader older adult/health care environment.
• Intention—We approach our work and each task with mindful consideration as to what we are doing and why we are doing it, as individuals and as an agency.
• Accountability—We are responsible individually and as an Agency for honest, accurate work and interaction with others. We plan strategically and provide measurable quality care with clear fiscal and ethical responsibility.

CJE Way

• Positivity allows us to approach challenges with optimism and resilience, fostering a culture of collaboration and innovation.
• Respect forms the foundation of our interactions, acknowledging the inherent dignity and worth of every individual we encounter.
• Patience reminds us to listen attentively, communicate effectively, and demonstrate empathy in all situations.
• Kindness encourages us to show empathy and understanding towards others, creating a sense of belonging and community.

CJE SeniorLife is an equal opportunity employer.
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