Administrative Assistant to the Exec Director

Westminster Communities of Florida•Saint Petersburg, FL

About The Position

ESSENTIAL JOB FUNCTIONS: Assists in administrative duties by carrying out delegated, selected duties under the supervision of the Executive Director. Comply with all applicable rules, policies, standards and guidelines related to employment with Westminster Services and its communities. Manage and supervise the front desk receptionist team members. Provide reception coverage as required. Maintain updated and organized administrative files; including timely organization of resident files for move-ins and move-outs. Manage administrative office, including maintaining office supplies within monthly budget inventory. Perform duties that support the business office function (deposit checks daily using electronic scanner, code and enter expense invoices in Global A/P system and maintain monthly spend down record of administrative expense. Provide timely and customer service responses to meet the needs of residents. The above job description is not to be construed as a complete listing of the assignments and responsibilities assigned to any employee; nor are such assignments restricted to those precisely listed in the description. This job description may change from time to time as the needs of the organization change.

Requirements

High school and college/vocational/technical training
Equivalent educational and work experience for a business environment
General business experience and the ability to work with people in all types of situations.
Proficient computer and communication skills including expertise in Microsoft Word, PowerPoint, and various web-based programs.
Attention to detail and accuracy and strong organization skills.
Strong interpersonal skills working with residents, team members, families, vendors, and public.
An understanding and sensitivity of the confidential nature of materials.
Ability to handle multiple tasks.
Knowledge of meeting planning.
Emotional stability and dependability.
Positive, supportive attitude that promotes the Westminster mission.
Balancing, Kneeling, Reaching
Crouching, Pulling, Standing
Manual Dexterity, Pushing, Stooping
Grasping, Lifting up to 40lbs.
Hearing
Seeing
Speaking and Writing
Inside and outside environmental conditions
Bloodborne pathogens (low risk)
Respiratory pathogens

Nice To Haves

Notary Public a plus (or willing to obtain)

Responsibilities

Assists in administrative duties by carrying out delegated, selected duties under the supervision of the Executive Director.
Comply with all applicable rules, policies, standards and guidelines related to employment with Westminster Services and its communities.
Manage and supervise the front desk receptionist team members.
Provide reception coverage as required.
Maintain updated and organized administrative files; including timely organization of resident files for move-ins and move-outs.
Manage administrative office, including maintaining office supplies within monthly budget inventory.
Perform duties that support the business office function (deposit checks daily using electronic scanner, code and enter expense invoices in Global A/P system and maintain monthly spend down record of administrative expense.
Provide timely and customer service responses to meet the needs of residents.