Admin Assistant

The Administrative Assistant welcomes visitors to Penn-Mar and provides general office support with a variety of clerical activities and related tasks.

Job Description and Responsibilities 

• Answer all incoming calls and routes to appropriate individuals; field routine questions and explain policies when necessary; take messages when needed.
• Greet and screen visitors.
• Maintain the reception area to assure a welcoming, clean, neat, and organized environment.
• Maintain reception area equipment is in good, working condition and place service calls for repairs as needed.
• Keep staff mailboxes current making changes as needed.
• Ensure In/Out-board is up to date.
• Sort, open, and distribute mail from the post office and other Westminster locations.
• Distribute communications to team members and families as needed.
• Maintain supply closet inventory.
• Initiate informal bidding procedures; contact vendors to gather data about price and availability; decide the best source of terms and delivery date.
• Initiate ordering of supplies as needed to include office supplies and coffee.
• Evaluate proposals and use negotiation skills to determine best source for purchasing.
• Distribute communications to Individuals as needed (backpack mailers, etc.)
• Carry out basic clerical duties such as typing, sending emails, faxing, and making copies.
• Schedule and organize meeting calendars in Outlook.
• Review the efficiency of front desk procedures and recommend improvements.
• Perform other related front desk duties as assigned ensuring the efficient and effective functioning of the reception area.

Administrative:

• Provide support to the Westminster team; (e.g., compose general correspondence and memos).
• Coordinate meetings as needed.
• Create and develop PowerPoint presentations and spreadsheets as needed for special projects.
• Proofread copy for spelling, grammar, and layout, making appropriate changes.
• Review the efficiency of administrative procedures and recommend improvements.
• Provide support to OPS team as needed including:
• Run requested CIMS reports including QA.
• Receive and monitor admissions referrals.
• Assist with on-boarding process of team members.
• Coordinate enrollment for trainings, CMT, MANDT, CPR
• Perform state-required PCP tasks, supporting the team to stay in compliance:
• Store and distribute PCPs, Nursing documents, etc.
• Maintain consistent data entry in CIMS.

Technology:

• Update and maintain copier/scanner/fax machine and front desk phone.
• Become familiar with all of the IT programs/ devices/ currently used in Westminster.
• Administer professional Zoom account/Teams/conference room sites.

Finance:

• Maintain activity fund, petty cash, and PayPal transfers, and credit cards.
• Receive and record all incoming Company donations and create acknowledgment letters.

Miscellaneous:

• Maintain confidentiality of all staff and Individuals' personal information.
• Foster teamwork by working cooperatively and effectively with others to set goals, resolve problems and make decisions that enhance agency effectiveness.

Requirements

• Proficient in using MS Suite and standard office equipment.
• Ability to adapt internal processes to meet the needs of the agency.
• Excellent verbal and written communication skills, and telephone etiquette. 
• Knowledge of inventory functions.
• Ability to maintain confidentiality and exercise extreme discretion.
• Strong organizational skills, and the ability to handle and prioritize multiple tasks in a fast-paced and busy environment with interruptions. 
• Ability to establish and maintain cooperative working relationships with teammates. 
• Knowledge of customer service principles and techniques.

Education/Experience:  

• Associate’s degree preferred; or one (1) year clerical or administrative experience.

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 
• Be able to move/lift at least 40 lbs
• Ability to sit, stand, bend, and lift. 
• Ability to verbally communicate thoughts clearly, to document, to remember information, to organize.