Executive Secretary - Gracedale Nursing Home

Northampton County•Nazareth, PA

12d•Onsite

About The Position

The Executive Secretary – Gracedale Administration position is responsible for performing a variety of secretarial, technical, and administrative tasks in support of Gracedale Administration. This position requires advanced knowledge of office administration, superior customer service skills, and the ability to work independently.

Requirements

Completion of a high school, or general equivalency, diploma
At least four (4) years of Executive Secretary or Executive Assistant experience, preferably in a long-term care facility.
Advanced knowledge of computers and computer software, with ability to apply this aptitude in word processing, Excel spreadsheet creation and maintenance, Word document merges, creating materials in publishing programs, and managing electronic calendars in Outlook.
Advanced knowledge of office administration procedures and systems, especially in a-long-term care environment.
Thorough knowledge of proper records management, retention of records, and cataloguing of files.
Knowledge of standard office equipment with the ability to troubleshoot and arrange for repairs when necessary.
Ability to learn new technology quickly and to adapt work methods accordingly.
Ability to maintain confidential and sensitive information.
Ability to prepare and analyze comprehensive reports, carry out assignments, and administer existing and proposed programs.
Ability to take accurate minutes of meetings.
Ability to communicate effectively verbally and proficiently in writing with various employees, County officials, residents, and the public.
Ability to establish and maintain effective working relationships with employees, supervisors and managers, other agencies, and the public.
Ability to handle stressful situations.
Ability to read, write, speak, understand, and communicate in English to perform the duties of this position, with impeccable spelling, grammar, and composition skills.
Ability to maintain high energy level, multitask, establish priorities, and work independently.
Strong ability to perform well and be unfailingly diplomatic in a high pressure and complex environment.
Ability to work outside of normal business as required for meetings and/or special projects.
Excellent communication and interpersonal skills with ability to listen effectively, respond appropriately, and maintain mutual comfort level while relating to a diverse clientele.
Excellent problem-solving skills with the ability to envision and deliver innovative solutions.
All employees of Gracedale Nursing Home will be required to attend Feeding Program training.

Nice To Haves

Office administration training or certification is preferred

Responsibilities

Manages correspondence for Gracedale Administration.
Monitors the Administrative group emails and phone calls, responding as necessary to avoid escalation to Gracedale Administration when possible.
Composes letters, memos, reports, and other written communication as requested.
Maintains the Gracedale telephone directory and emergency contact list.
Greets visitors in a professional, friendly, and hospitable manner.
Answers routine questions from employees, residents, and the public, or directs to appropriate staff when necessary.
Promptly provides information, schedules appointments, arranges visits, and meetings for Gracedale Administration.
Fills in for lower-level clerical positions such as front desk receptionist, when needed.
Interacts with County employees, residents, family members, and other individuals both within and outside of Gracedale Nursing Home on a regular basis to assist with the completion of general informational requests, or to provide direction to appropriate staff in order to provide the highest level of customer service.
Manages calendars for Gracedale Administration, as requested.
Prepares Continuum of Care contracts for Gracedale Nursing Home, such as for clinic, hospice, and nurse agency staffing providers.
Ensures that all contracted providers are properly credentialed.
Updates contracts, documentation, and files as necessary under the direction of the Gracedale Administration.
Maintains compliance with required Pennsylvania Department of Health postings throughout the facility.
Creates appropriate signage as necessary.
Submits service desk, maintenance, and housekeeping requests through the County portal.
Maintains the Administrative Policies & Procedures – manual and electronic files.
Maintains the Disaster Policies & Procedures – manual and electronic files, updating as necessary.
Responds to inquiries requiring detailed knowledge of policies and procedures of Gracedale Nursing Home.
Participates in event planning for Gracedale Nursing Home, including designing and printing communications, coordinating attendance, arranging for event setup, etc.
Makes arrangements for scheduled meetings.
Prepares materials and communications.
Attends scheduled meetings as assigned.
Takes minutes as required and distributes them to participants.
Assists with Resident Concern process, including but not limited to, collecting forms from each resident area, meeting with residents for intake of concerns, responding to resident concerns when appropriate, following up on resident satisfaction with concern resolution and maintaining concern log.
Immediately notifies Gracedale Administration of concerns in accordance with mandatory reporting requirements.
Manages special projects as assigned.