What are the responsibilities and job description for the DS Admin Asst position at White Horse Village?
Purpose of Job:
The primary purpose of your job position is to provide typing of all the correspondence, reproducing of the menus, preparing meal counts, billing of special functions, typing menu spreadsheets and preparation of records as required for the daily and end of the month accounting procedures.
Introduction:
Your job description has been designed to outline the responsibilities of your specific job title. Every effort has been made to include all items. It is understood that since you work in the service industry that NOT all situations can be listed. We encourage you to provide the best customer services possible while accomplishing the tasks of your job. The omission of specific duties or responsibilities does not mean that you should not complete the task. Your job description outlines the general duties as well as establishes the method for performing other duties as assigned by a Director, Vice President or President.
Each job description contains 7 essential categories for every job and 2 categories of title specific duties. Please review them and ask your supervisor if you have any questions.
Administrative Functions:
Maintain a good work rapport with inter-departmental personnel.
Assist in planning, developing, organizing and implementing departmental activities as directed
Assist coordinating departmental service with other departments.
Adhere to all WHV policies and procedures.
Perform administrative duties such as: filing, completing forms, reading memos and attend meetings, as directed.
Create and maintain a good customer service environment.
Training/In-Service Attendance:
Attend and participate in all required in-services and educational classes.
Attend and participate in workshops, seminars and coursework, as directed.
Safety and Sanitation:
Follow and establish safety procedures and precautions when performing the aspects of your job.
Report all injuries immediately to your supervisor.
Lift using proper technique. Assist others when directed.
Report all unsafe and hazardous conditions and equipment to your supervisor.
Maintain a work area that is clean and hazard free.
Follow all infection control procedures as they apply.
Know and follow fire and disaster plans.
Use personal protective equipment when performing tasks that might involve infectious materials.
Equipment and Supply Usage:
Report all equipment malfunctions or breakdowns immediately.
Report low or depleted supplies to the appropriate person.
Use equipment for its intended purpose.
Follow correct official procedures when using equipment.
Resident Rights:
Maintain the confidentiality of resident information.
Handle all resident property with respect.
Knock before entering into a residents room or dwelling.
Ensure that residents are treated fairly and with respect allowing for individuality and privacy.
Uphold the residents’ civil rights.
Regulatory Compliance:
Follow all OSHA, CDC guidelines.
Review book of Material Safety Data Sheets prior to working with any chemicals.
Treat all team members fairly and equally without regard to race, color, creed, national origin, age, sex, religion, handicap or marital status.
Adhere to all local, state or federal regulations as they apply.
Completes annual compliance training and exhibits behavior as set forth by the code of conduct in the performance of their duties.
Abides by White Horse Village’s code of conduct in the performance of their duties.
Home Care Competency:
Demonstrates competency in the following areas:
Maintains client confidentiality
Understands and promotes consumer control and the independent living philosophy
Assists residents with activities of daily living (as appropriate)
Recognizes and reports client changes
Understands and practices basic infection control
Understands and practices universal precautions
Understands White Horse Village protocols for handling emergencies
Completes required documentation
Understands departmental practices for reporting abuse and neglect
Understands departmental practices for dealing with difficult behaviors
Committee Function:
Serve on committees as assigned.
When serving on a committee participates to the fullest of your ability.
Job Specific Duties
Participates in daily, weekly and end of the month accounting procedures.
Maintains an adequate supply of office supplies and orders when they are low so the department does not run out of supplies.
Tallies and extends nourishment costs.
Answers incoming telephone calls, records messages, and distributes messages to appropriate person in a timely manner.
Responsible for disbursement and reconciliation of petty cash.
Daily Job Functions
Post invoices on transmittals.
Distributes mail.
Issues petty cash.
Maintain personnel files and time cards
Answers telephones.
Maintain general files.
Type correspondence.
Reconcile guest meal charges.
Reconcile café cash drawer.
Type and copy menus of the day.
Post all café menus.
Maintain customer counts.
Weekly Job Functions
Complete weekly operating report.
Type weekly menu.
Type posted menu spread sheets.
Type employee/manager meeting minutes.
Complete payroll times.
Reconcile and reimburse petty cash.
Complete payroll hour analysis.
Requisition office supplies.
Reproduce needed forms for preparation and service.
Monthly Job Functions
Complete customer counts.
Complete the “FAST” accounting files for month ending reporting.
Total nourishment costs.
Complete inventory summary.
Complete other food cost summary/client revenue report.
Complete special function billing.
Complete liquor inventory and place monthly order.
Perform all other duties as assigned.
