Administrative Assistant

Pay Range: $22.00 to $28.00/hour

JOB CULTURE

The Masonic Homes of California are committed to a culture of Leadership. Our culture is to provide superior service to members, residents and staff through a sound and progressive model of service and care which aligns our mission, vision and operations. We demonstrate excellence in core services and place value on high quality job performance, professional development, effective time management, budget management, workplace safety and resident/employee satisfaction. We are dedicated to disciplined innovation and continuous quality improvement – we are a learning company. We are committed to sharing our knowledge and being an organization that attracts the best and brightest talent. We are team-oriented, caring and honest.

JOB SUMMARY

Under minimum supervision of the Director of Facility Services performs a wide variety of secretarial and accounting tasks. This position provides the Facility Services Department with full administrative support and overall operations of the Facility Services Department by performing a variety of clerical and other related duties.

ESSENTIAL FUNCTIONS

• Receive and follow schedules and instructions from the Facilities Director and Environmental Services Supervisor of the RCFE & SNF.  
• Perform assigned clerical duties relative to Facilities & Environmental Services - RCFE & SNF including typing letters, interdepartmental memos, reports, agendas, log sheets, and minutes of staff meetings, reports and schedules as required. Answer phones for the department and communicate by phone and two-way radios.  
• Enter data into computerized work order (WorxHub), preventative maintenance and bill tracking Maintain and update all departmental reports, schedules and project lists to coincide with changes related to both Facility Engineering and Environmental Services departments,  
• Update and maintain various policy and procedure manuals relevant to the Facility Services Department., i.e., MDS, SDS, WVPP, Injury & Illness Prevention Program, Masonic Homes Policy and Procedures Manuals and Personnel Manuals. 
• Place phone orders for materials, supplies and equipment as requested. Generate, process track and file purchase requisitions, purchase orders and packing slips for all purchased supplies and services. Assist Department in maintaining records of expenditures of individual accounts according to budgetary guidelines. 
• Review and reconcile monthly general ledger reports for accuracy. Prepare related spreadsheets as needed.  
• Monitor Calendars and advise Departments of events requiring departmental coordination. Coordinate functions scheduled by the various other departments with Facility Services Schedules.  
• Maintain various employee related bulletin boards. 
• Perform a variety of off-ground errands, i.e., picking up parts and/or supplies needed by Facility Services. Reconcile and reimburse petty cash monies when used.  
• Schedule and record minutes for departmental and Safety Committee meetings, Report all incidents, accidents, unsafe/hazardous conditions and equipment immediately. Follow established safety rules and precautions. 
• Assist residents with requests or complaints. Maintain confidentiality of all pertinent resident information to assure their rights are protected. Always Preserve the dignity and self-respect of the residents.  
• Follows established safety procedures and precautions of the facility and in the performance of Facilities & Environmental Services duties. 
• Participates in mandatory departmental meetings and Inservice Works independently and with a team on special and non-recurring and ongoing projects. 
• Maintains a good working relationship with co-workers. 
• Maintains professional working relationships with residents & co-workers. 
• Perform other duties as assigned.

ADDITIONAL INFORMATION

• Administrative Assistant must be willing and able to work in other departments as needed when necessary. 

• Must be willing to work as needed nights, weekends and on special events. 

• Maintain a valid California Driver's License without disciplinary restrictions. 

• Current First Aid and CPR certificates preferred. 

Requirements

EDUCATIONAL REQUIREMENTS/LICENSES/CERTIFICATES

• Any combination of education and experience that would provide the necessary knowledge and abilities listed, typically:
• High school diploma or equivalent experience

SKILLS, ABILITIES AND EXPERIENCE

• Must be a multi-task, service and project-oriented individual.
• Must have at least three years administrative assistant experience in coordinating and/or managing Building Maintenance operations and procedures.
• Must have good oral and written communications skills.
• Ability to type accurately, at least 55 wpm.
• Excellent knowledge of current office procedures and practices. 
• Requires responsible secretarial experience.
• Must have the ability to interface with the public.
• Must have excellent knowledge of microcomputer application programs and data entry.
• Must handle all situations and information with professionalism and confidentiality.

Benefits

At Masonic Homes, we are looking for team members who would like to combine their passion for helping people, good communication skills, decision-making skills, and great ethical standards with the opportunities to advance your career.

In return for your skills, you will be offered:

• A work environment focused on teamwork and support
• Excellent health, wage replacement and other benefits for you and your family’s well-being
• A generous contribution to a 401K plan whether or not you participate, and an additional contribution from the company when you participate in the plan
• Investment in your growth through Tuition Reimbursement