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Administrative Assistant

WyndStone Billings Heights - Billings, MT
administrative administrative assistant assistant safety procedures director team community administrative housekeeping training mission st. john
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June 8, 2023
WyndStone Billings Heights -
Billings, MT
FULL_TIME
























































































































































































































































Full-Time Monday – Friday!

SUMMARY:
The Administrative Assistant works cooperatively and respectfully with elders, coworkers, families, medical staff, visitors and volunteers to create a positive environment.  

This position requires the ability to function in any designated area when needed (housekeeping, direct care, dining services). Must possess the ability to respond to resident’s needs in a timely, professional manner, recognizing the resident’s rights.  Must perform tasks by following established procedures or by the instruction of the Community Life Director.  

ESSENTIAL JOB FUNCTION: Supervision Received
  • Works within the general supervision of the Community Life Director

ESSENTIAL JOB FUNCTION: Related Responsibilities
  • Responsible for directing all incoming telephone calls at WyndStone to appropriate departments or staff members
  • Greets and assists elders and visitors
  • Serves as the Administrative Assistant to Administration of WyndStone
  • Complete and distribute the following reports:
    • Master Apartment Census
    • Weekly Marketing and Sales Activity Report
    • Waiting List
    • ACT Reports
    • Daily Communicator
    • Resident Daily Census
  • Gives basic community information, such as brochures and informational packets, to persons wanting information about WyndStone’s services
  • Performs tours and helps with admissions
  • Arranges meetings/conferences, Care Plans, schedule appointment/interviews, and performs other duties related to Administrative calendars
  • Serves as liaison for resident transportation
  • Maintain supply and paper inventory for WyndStone
  • Acts as notary public for elders, families and team

ESSENTIAL JOB FUNCTION: Communication
  • Trains, and mentors new staff
  • Attends mandatory staff meetings
  • Maintains confidentiality of information about elders and families
  • Keeps the nurse informed of any changes in the elder’s condition through incidental and formal reports
  • Works as a productive, supportive and communicative team member
  • Encourage, participate and support meaningful activities for elders throughout the day.

ESSENTIAL JOB FUNCTION: Repairs
  • Sends routine work orders in a timely manner and reports on status
  • Reports special facility needs to Plant Operations Coordinator/Community Life Director/Administrator/ Executive Director
  • Reports shortages, breakage and malfunctioning of equipment
   
ESSENTIAL JOB FUNCTION: Direct Care
  • Responsible for observing elder’s well-being and reporting changes in behavior, and change in vital signs etc. to appropriate team member
  • Assists team with transfers of elders as needed
  • Assists elders in making personal appointments and schedule shuttle rides as needed
  • If designated by supervisor a responsibility MAY include driving the elders via bus or other vehicle

ESSENTIAL JOB FUNCTION:  Housekeeping and Maintenance
  • Assists in housekeeping duties such as floor care, window cleaning, and overall cleanliness of WyndStone as needed
  • Performs minor repairs such as changing lightbulbs, tightening cupboard knobs etc. in elder’s environment

ESSENTIAL JOB FUNCTION:  Safety
  • Obeys safety rules of St. John’s United
  • Identifies, reports, and/or corrects obvious safety hazards
  • Routinely places wet floor signs or other safety warning materials to notify others of hazards.
  • Work with Plant Operations Coordinator for annual state inspection, compliance test, emergency response training.  
  • Knows and adheres to fire, emergency, and safety policies and procedures (Kardex) 
  • Perform snow and ice removal in high traffic areas
  • Will have basic CPR, transfer, etc. training to assist elders
  • Attends mandatory safety in-services

ESSENTIAL JOB FUNCTION:  Food Preparation and Service
  • Assists with the meal time process in times of need

ESSENTIAL JOB FUNCTION:  Mission/Customer Service
  • Actively engages with and lives the Mission; To provide living opportunities within nurturing environments of hope, dignity and love. 
  • Supports and understands working in an environment with plants and animals.
  • Responsible for conducting tours of WyndStone as required

Follows the St. John’s Guidelines for Customer Service
  • Let the Mission be your guide
  • Make eye contact and smile
  • Greet & welcome each and every person
  • Seek out personal contact
  • Provide immediate service-listen & act
  • Use appropriate body language at all times
  • Be gracious to each & every person

ESSENTIAL JOB FUNCTION:  Employee Responsibilities
  • Follows policy and procedures on TB testing
  • Follows policy and procedures on annual influenza vaccinations
  • Attends all mandatory in-services
  • Performs other duties as assigned by the Director or person in charge of area where work is being done
  • Assist other departments inclusive of occasional transportation of residents
  • Keep Administrator updated on projects
  • Keep current on monthly Relias training

REQUIREMENTS:
  • Minimum Requirements:  Must have knowledge and skills acquired through completion of High School or GED.   Must be competent in Oxygen management, Basic First Aid and basic transfer techniques.  CPR/AED certification must be obtained within 60 days of employment.  

Knowledge, skills, and abilities required:  
  • Must possess good telephone etiquette
  • Ability to interact effectively and professionally 
  • Ability to work independently and in a team
  • Ability to understand and follow safety policies and procedures
  • Ability to accept responsibility and account for his/her actions.
  • Ability to safely use machinery.
  • Ability to multi task
  • Must possess good writing, verbal and observation skills
  • Ability to understand written and verbal communication.
  • Computer skills; word, excel, access, and e-mail.

PHYSICAL DEMANDS:
  • Requires minimal lifting functions
  • Requires moderate bending, standing and reaching activities

WORKING CONDITIONS:
  • Work involves some exposure to dirt, dust, fumes, unpleasant odors, and/or loud noises.
  • Work involves some exposure to hazards, blood borne pathogens, or physical risks, which require following basic safety precautions.
  • Normal health care environment.
  • Work involves exposure to plants and animals within the environment.

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