Administrative Assistant Maintenance

Summary of Responsibilities:

The Administrative Assistant for the Maintenance Department at a senior living community provides comprehensive clerical and administrative support to ensure the department operates efficiently and effectively. Serving as a central point of contact, this role facilitates communication between internal departments and external contacts, supports departmental operations, and contributes to the overall safety and satisfaction of residents. This position upholds the organization's core values and complies with all relevant policies, procedures, and regulatory standards.

Essential Functions/Duties:

• Provide day-to-day clerical and administrative support to the maintenance department.
• Serve as a liaison between the maintenance team and other departments or external vendors.
• Maintain clear and effective lines of communication across teams and with residents when needed.
• Support and promote resident safety through timely coordination and documentation of maintenance activities.
• Assist with department scheduling needs, including appointments, meetings, and service calls.
• Record, transcribe, and distribute accurate meeting minutes when applicable.
• Manage incoming and outgoing phone calls; respond, transfer, or follow up as necessary.
• Act as a knowledgeable resource for internal staff and external parties.
• Take and relay accurate messages promptly.
• Perform accurate and timely electronic and paper filing; retrieve documents as needed.
• Sort and distribute mail and departmental correspondence.
• Maintain proficiency in departmental software, Microsoft Office Suite, and other relevant systems.
• Record data for daily, weekly, and monthly maintenance reports as required.
• Participate in and complete all required ongoing training, including monthly online and in-person training, annual skills competencies education, and role-specific certifications, to ensure continued competence and adherence to organizational and regulatory standards.

Required Skills/Abilities:

• Possess outstanding customer service ability
• Ability to maintain accurate records and produce effective documentation
• Comfortable and agile working with technology; Proficient in MS Office and other applications
• Excellent oral communication skills including a clear speaking voice
• Ability to work under conditions that may be distracting and handle multiple interruptions of routine tasks
• Excellent organizational skills
• Ability to adapt to changing needs
• Ability to use a resident and customer-focused approach to problem solving
• Excellent interpersonal skills and professional demeanor

Core Values:

• AMBASSADOR: Represents The Highlands at Wyomissing in a positive light with integrity. Takes pride in our community.
• COMMITMENT: Dedicated, adaptable, tolerant, dependable, focused, and passionate. Often does more than is required. Reports to work as scheduled and timely.
• COMPASSIONATE: Is empathetic, mindful, and kind.
• INNOVATIVE: Is curious. Identifies new methods and efficiencies.
• RESULTS-DRIVEN: Has a strong sense of urgency about solving problems and completing work. Exerts unusual effort over time to achieve a goal. Maintains commitment to goals in the face of obstacles and frustrations.
• TEAM ORIENTED: Works cooperatively and effectively with others to achieve common goals.

The Highlands' Traditions (Customer Service Expectations):

• SAFETY: Practices safe behaviors to ensure the safety of all.
• KINDNESS: Projects a positive image and energy. Courteous and respectful to all. Goes above and beyond to exceed customer expectations.
• SHOW: Takes pride in self-appearance. Stays in "character" and performs the "role in the show." Ensures work area is show-ready.
• EFFICIENCY: Performs role with consistency and efficiency. Uses time and resources wisely.

Position Type/Expected Hours of Work:

• This is a full-time position in a health care facility that is open 24 hours a day, 365 days a year. Days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m. Work during inclement weather will be required.

Education and Experience Requirements:

• High school diploma (Required)
• Associates Degree/2-year degree (Preferred)
• 1-3 years' experience in administrative, secretarial and clerical function (Required)
• 1-3 years' experience in administrative, secretarial and clerical function in Long-Term Care (Preferred)
• Completion of the Highlands Hearthstone Ambassador training within 30 days of employment (Required)

Work Authorization/Security Clearances:

• Medical Screening
• Criminal History Clearance
• FBI Fingerprint Clearance (Only required if you have not lived in PA for the last 2 years)
• Immigration and naturalization (I-9) Clearance

Physical Requirements and Physical Demands:

• Hearing: Adequate to perform job duties in person and over the telephone.
• Speaking: Must be able to communicate clearly in person and over the telephone.
• Writing: Must be able to accurately document pertinent information either by writing or typing.
• Vision: Visual acuity adequate to perform job duties, including reading information from printed sources and computer screens.
• This is largely a sedentary role; however, some filing and mail distribution is required. This would require the ability to lift files and mail up to 20lbs, open filing cabinets and bend or stand as necessary.

Safety Hazards and Physical Environment:

• General office working conditions
• May be exposed to blood borne pathogens - Low Risk
• May be exposed to communicable diseases
• May be exposed to moving mechanical parts
• May be exposed to rare occasions during which it is necessary to interact with a resident exhibiting aggressive behavior