Administrative Assistant
Lutheran Social Ministries of NJ - West Caldwell, NJ

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General Responsibilities:

Frontline person; greet and direct residents, visitors and employees. Answer and appropriately direct incoming calls. Provide clerical support to the Health Center. Act as a liaison between residents, managerial staff and specific vendors.

Essential Duties:

  • Maintain a safe environment for residents/clients, employees, and visitors by taking immediate action to correct unsafe conditions (i.e., wipes up spills, moves obstructions, etc.), report broken substandard equipment to supervisor immediately, remove broken equipment from service.
  • Explain procedure(s) to residents/clients and inform of delays or changes.

  • Resolve customer concerns by taking prompt, active steps. Work at resolution of a problem until the customer is satisfied.

  • Demonstrate diplomacy and appropriate professional behavior in all interactions with customers, employees, and public.

  • Greet/direct and assist residents, visitors and staff in a professional and courteous manner.

  • Answer and appropriately direct incoming calls in a timely, professional and courteous manner.

  • Assist with other clerical functions, as assigned. Establish priorities as set forth by supervisor.

  • Demonstrate the ability to communicate effectively on the telephone and on a personal level in an appropriate and courteous manner.

  • Demonstrate solid decision making skills in emergency situations.

  • Maintain confidentiality.

  • Facilitate and direct Emergency Responders efficiently while maintaining calm and ensuring respectfulness of all resident rights.

  • Insure the safety of residents by maintaining an accurate sign in and sign out ledger for visitors and vendors.

  • Monitor two-way radio communication during shift.

  • Act as a liaison between the United States Postal Service, UPS and other such services, i.e. pharmacies, dry cleaners, vendors, florists and residents. Retrieve and deliver mail from mail room as needed.

  • Deliver newspapers.

  • Insure that all transportation requests are placed in the appropriate transportation mail box and coordinates services accordingly.

  • Create and update forms as well as records through the use of, but not limited to, the computer.

  • Provide resident identifications through the use of, but not limited to, door tags and P-touch labeling.

  • Perform the function of the Towne Square Receptionist when needed.

  • Create and updates forms as well as records through the use of, but not limited to the computer.

  • Maintain and update office equipment when needed.

  • Appropriately interact with residents, responsible parties, family, friends, physicians, other related health care and non-health care professionals, visitors, vendors and Federal State and local regulatory agencies.

  • Practice Universal Precautions; practices the safe and proper handling and disposal of all infected materials, equipment and linens and enforces staff compliance.

  • Other duties as assigned by supervisor, necessary for the efficient operation of the department/facility.

  • Experience and Skills

    Education/Training/Certifications: High School Diploma / GED required.

    Skill(s): Active listening and visual skills; excellent verbal and written communication skills; ability to multi-task; time management

    Experience: Minimum of two years experience as a clerical assistant and/or receptionist in customer service; one to two years experience in a health care facility; spervisor experience is preferred

    Technology: Must be proficient in MSWord, MSExcel, Microsoft Office Outlook/email, Internet and Intranet

    About this company
    Built on more than a century of grace-filled service, Lutheran Social Ministries of New Jersey (LSMNJ) continues its mission as a...