Administrative Assistant

Illuminus•Town of Hazel Green, WI

About The Position

The Administrative Assistant serves as the first point of contact for internal and external customers and provides administrative support to departments within the community. The role supports departmental initiatives and daily operations, with specific responsibilities and assignments varying by community and location to meet resident needs, operational requirements, regulatory standards, and business objectives. Additional duties may be assigned as needed.

Requirements

Commitment to quality programs and services for all residents and patients.
Strong customer service skills and an upbeat, personable communication style.
Ability to relate well to residents or patients, families, staff, and the community.
Ability to work cooperatively with other team members.
Ability to maintain and protect confidential information.
Ability to exercise independent judgment and make sound decisions.
Ability to tolerate interruptions and adapt to changes in the daily routine.
High school diploma or equivalent.
At least two years of experience in a customer service or administrative role.
Knowledge of word processing and spreadsheets.
Typing and filing abilities.

Nice To Haves

Experience in a healthcare, insurance, or eldercare setting.
Experience verifying insurance information.

Responsibilities

Establish and enhance impressions and encounters with residents, family members, and visitors.
Maintain and promote effective communication with residents and family members or personal representatives.
Maintain a positive image in the community in alignment with its mission, vision, and values.
Protect the confidentiality of resident and employee information.
Welcome and assist internal and external customers in person, by phone, and through written correspondence; route inquiries and requests to the appropriate person or department.
Provide central administrative support for departmental initiatives and daily community operations, including preparing and maintaining documents, forms, flyers, presentations, and communications.
Assist with uniform coordination, resident activities, meetings, events, and special projects.
Coordinate resident transportation and provide appointment reminders.
Assist with resident cash transactions.
Manage mail, faxes, and deliveries.
Endorse checks and prepare bank deposits.
Manage campus phone lines, phone listings, and other resident directory information.
Assist with collecting and maintaining admission documentation.
Coordinate copier and mail machine service and repair requests and ensure timely resolution of equipment issues.
Maintain inventory and order toner, office supplies, and other administrative resources; assist with stocking supplies throughout the community as needed.
Maintain and destroy physical and electronic records according to the records retention policy.
Verify resident insurance information for initial intake.