Administrative Assistant

Established in 1858 in Kansas, the Sisters of Charity live their mission in the spirit of their founders, St. Vincent de Paul, Louise de Marillac, and Mother Xavier Ross. The Sisters, as Gospel-centered women, share a tradition of responding to the needs of the time, ministering to the vulnerable and marginalized, and caring for the fragile Earth. They share their mission in partnership and collaboration with those committed to working for peace and justice.

Job Summary:

The Administrative Assistant serves as receptionist at the entrance to Ross Hall and assistant to the Ross Hall Management Team. This person acts in a manner that reflects the Philosophy and Mission of the Sisters of Charity of Leavenworth. That person is responsible for performing administrative support to the Management Team, including preparing correspondence in final form, maintaining files, payroll duties, and conducting special projects as assigned.

Job Requirements:

• At least two years of experience in customer service.
• High School diploma and some college courses, college degree preferred.
• Must be able to effectively manage heavy volume of paperwork at one time.
• Ability to communicate both orally and in writing in a professional manner.
• Accuracy and the ability to handle responsibility with limited supervision.
• High standard of integrity.
• Demonstrates excellent organizational skills, attention to detail, time management, task-oriented, good interpersonal skills. Patience, perseverance, and follow-through skills.
• Ability to manage conflict and demanding visitors.
• Ability to prioritize and handle multiple demands successfully.
• Must be able to plan for and meet multiple deadlines.
• Ability to use all office equipment.
• Knowledge of advanced computer skills including Microsoft Word, Excel, PowerPoint and Outlook applications.
• Ability to work with dual computer monitors and multiple applications.
• Ability to work with people who have various disabilities.

Job Specifications:

• Assist those who enter the facility as a visitor, contractor, etc. and be diligent as the doorkeeper for security measures at the entrance of the facility.
• Responsible for signing out and getting back door cards to contractors, consultants, etc.
• Answer the main Ross Hall telephone and direct calls.
• Maintains absenteeism calendar for employees.
• Enter payroll information regarding pay time off, etc. for employees.
• Assist with the orientation of new employees, sets-up employee files and keeps employee files updated.
• Maintain storage of required employee files after termination of employment
• Responsible for ensuring employee acknowledgements are sent for birthdays, graduations, hospitalization, funerals, etc.
• Maintains files for various items (i.e., medication delivery, daily assignment sheets, schedules, etc.
• Assist/perform resident billing, which includes keeping track of resident transportation trips.
• Responsible for the petty cash.
• Handles mail (i.e., distributes mail, sends out orders to be signed, etc.)
• Maintains file copies in nurses’ stations.
• Assist with setting up interviews.
• Assist with scheduling and setting up staff training, meetings, etc. (TV/video equipment; setting up room, etc.)
• Reserves rooms for nursing students, guest speakers, etc., and obtain needed equipment.
• Orders refreshments (if needed) for meetings, etc.
• Records and types up meeting minutes.
• Assist with updating manuals.
• Assist with collecting QAPI data.
• Send death notices to resident’s providers.
• Maintains appointment envelopes at the nurse’s stations which will be used to send resident information with the resident to medical appointments.
• Sends out a monthly census.
• Assist with updating the Sisters of Charity Birthday/Death Book.
• Assist residents with correspondence when necessary.
• Training in word processing, spreadsheets, personal computer, and manuscript typing.
• Ability to manage multiple tasks and assignments simultaneously.
• Ability to operate word processing, data management, and spreadsheet software, including Power Point Presentations, Word and Excel, Payroll Software and Computer Medical Records Software.
• Verbal and communication skills are necessary to handle sensitive and confidential situations.
• Knowledge of rules of spelling, grammar, and punctuation.
• Ability to work independently, organize office procedures, and understand nursing procedures to complete assigned responsibilities including sensitive and confidential information.
• Basic organizational and analytical skills necessary to maintain alpha/numeric filing system, to gather and summarize data for reports, offer solutions to various office problems, and establish work priorities.
• Demonstrate poise, tact, and diplomacy consistently.

WORKING ENVIRONMENT

Physical Demands:

• Performs sedentary work, sitting at desk and/or typing. Carries and handles relatively light office equipment and materials. Stoops and bends when using files. Makes trips to other offices requiring the ability to walk distances. Good physical health is required.
• Visual, Hearing, and Dexterity Demands—finger dexterity and hand-eye coordination is necessary when operating the computer. Requires concentrated visual attention that must be maintained for sustained periods. Good vision and hearing acuity is required to record data and listen to instructions.

Working Conditions:

• Works in a clean, well-lit, heated, and air-conditioned office.

The above is intended to describe the key elements and requirements for the performance of this job. Employees may be required to perform other related duties and activities.

EOE