Administrative Assistant to Executive Director at Wesley Manor, Inc. in Jacksonville, Florida

Job Description:

We are currently seeking a full-time Administrative Assistant to the Executive Director . This position provides support with preparation of project requests, ad valorem taxes, proposals, licensure renewal, and other special projects as assigned. 

ADMINISTRATIVE ASSISTANT ESSENTIAL JOB FUNCTIONS:

Comply with all applicable rules, policies, standards and guidelines related to employment with Westminster Services and its communities.

1. Assists in administrative duties by carrying out delegated, selected duties under the supervision of the Executive Director or Regional Director. Create and maintain resident files as required. Serve as Manager on Duty (MOD) as required by the weekly MOD schedule.

2. Responsible for maintaining and updating the Ad Valorem taxes spreadsheet. 

3. Responsible for managing and maintaining updated Resident files; including Ins/Outs. Prepare and maintain Resident Directory twice a year or as required by department head.

4. Provide a monthly spreadsheet to the Business Office Manager with the resident’s information. Post notice when resident death is confirmed. Contact family the next day for arrangement details and send floral arrangement to family. Review and prepare Resident Incident Reports on a daily basis. Receive and distribute daily mail to residents and staff members.

5. Responsible for preparing and maintaining a spreadsheet for the community’s projects. Record all project requests, and update the status for each project.

6. Maintain office supply inventory and distribute as required by department heads. Manage the gift card inventory for the community. Responsible for invoice coding for the community. Update the Resident’s Manual on a yearly basis. 

7. Responsible for making daily check deposits at the local bank. Assist the Regional Director with managing the company credit cards assigned to the dept heads. 

8. Manage and supervise the Front Desk employees. Provide coverage as required. 

ADMINISTRATIVE ASSISTAN ESSENTIAL QUALIFICATIONS:

Education:

High school and college/vocational/technical training. Equivalent educational and work experience for a business environment.

Experience and Basic Knowledge:

General business experience and the ability to work with people in all types of situations.

Proficient secretarial and communication skills including expertise in Microsoft Office products such as Outlook, Word, Excel and PowerPoint.

An understanding and sensitivity of the confidential nature of material.

Ability to handle multiple tasks.

Experience in relating to upper management and Board of Directors.

Knowledge of meeting planning.

To learn more about our culture and what it is like to work at Westminster Communities of Florida, follow us on our social channels (Facebook and Instagram) at @WestminsterCareers.

BENEFITS INCLUDE: 

• Medical Insurance 


• Dental Insurance


• Vision Insurance


• Short Term Disability


• Flexible Spending Plans 


• Basic Life & AD&D Insurance – benefit amount is three times annual salary


• Long Term Disability – premium paid by company


• Health Advocate – free assistance with resolving healthcare and insurance related issues


• 403(b) Retirement Plan and Profit Sharing Plan


• PTO TIME 


• Employee Assistance Program (EAP) - free counseling for employees and their families


• Tuition Reimbursement Program 


• Resident Scholarship Fund


• Free Flu Shots and Hepatitis B vaccinations


• Discounted Meals

Licenses & Certifications

Preferred

• COVID-19 Vaccination

See job description

Apply Now