24 Hour - Administrative Assistant - OIH

Town of Nantucket

24 Hour - Administrative Assistant

Our Island Home

Essential Duties: Under the direction of the Administrator, or his/her designee, the 24 – Hour Administrative Assistant provides clerical, payroll and customer service support for residents, staff, and visitors of Our Island Home. 

Qualifications: High school diploma and one or more related work experience in an office environment; or any equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job. Proficient computer literacy, typing speed of at minimum 38-40 words per minute, valid Class D motor vehicle driver’s license.

Part-time, Benefits, LiUNA Union, S1 position

Starting Hourly Rate: $36.26 (new hires) – $45.93 (employees with 20 years of service with the Town of Nantucket)

The Town of Nantucket offers a 90% employer sponsored health insurance plan options and a diverse selection of supplemental insurance policies.

Application Deadline: Sunday, November 15th, 4:00pm 

Statement of Duties: Under the direction of the Administrator, or his/her designee, the Administrative Assistant provides clerical, payroll and customer service support for residents, staff, and visitors of Our Island Home.

Supervision Required:   Under the general supervision of the Administrator, or his/her designee, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. Supervisor reviews work to remain aware of progress, work methods, and technical accuracy.  

Supervisory Responsibility:  The employee is not held accountable for supervising other Town employees.

Confidentiality: The employee has regular access to confidential information in accordance with the State Public Records Law.

Accountability: Consequences of errors, missed deadlines or poor judgment may include adverse public relations, legal repercussions, and missed deadlines.

Judgment:  Numerous standardized practices, procedures or general instructions govern the work performed and in some cases may require additional interpretation.   Independent judgment is needed to facilitate exceptional customer service with the general public and maintain confidentiality.

Complexity: The work consists of a variety of office duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Work Environment:   Work is performed in a skilled nursing home environment. Noise or physical surroundings may be distracting. There are frequent interruptions.

Nature and Purpose of Public Contact: Relationships with co-workers and the public involve frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. More than ordinary courtesy, tact, and diplomacy may be required to respond to requests for information or to deal with uncooperative or uninformed persons.

Occupational Risk:  Risk exposure to the employee is similar to that found in a standard office setting.

• Maintain daily schedules for nursing department under the direction of Director of Nursing, this includes filling vacancies and call-ins, vacation request, and all schedule needs or the facility.  
• Process nursing department payroll and submitted to payroll department for processing.
• Provide back to additional departmental payroll as necessary.
• Greet Families, vendors, and visitors to the facility.
• Maintain and process CNA/Nursing license renewals.
• Provide back-up as necessary answering incoming calls.
• File and or scan documents for all departments.
• Maintain and update Call Bell System to reflect current residents and rooms.
• Adheres to appropriate standards of practice and HIPAA regulations regarding confidentiality of employees and residents’ personal and medical information.
• Maintains appropriate attendance records. Arrive on time for work and are ready to perform assigned duties.
• Work with team members and other staff members in a helpful, respectful, and courteous manner; must be able to establish and maintain cooperative working relationships with both staff and residents.
• Meets facility hygiene and dress code standards of appearance.
• Follows facility conduct standards and policies and procedures performing all work alcohol and drug free.
• Maintains all required licenses, certifications, qualifications, and associated standards.
• Performs other related duties as may be required or assigned.

Education and Experience: High school diploma and one or more related work experience in an office environment; or any equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.        

Special Requirements: Proficient computer literacy, typing speed of at minimum 38-40 words per minute, valid Class D motor vehicle driver’s license.

Knowledge, Abilities and Skill

Knowledge:   Working knowledge of common policies, practices and procedures of municipal government and applicable state and/or federal laws and regulations pertinent to position functions, very helpful.   Knowledge of office software (word processing, financial and database management and spread sheet applications) and the Internet in support of department operations.

Abilities:   Ability to interact effectively and appropriately with the public and other personnel, perform multiple tasks and maintain confidential information. Ability to receive and process payments in a timely manner.  Ability to complete multiple tasks in a timely, detailed, and accurate manner. Ability to communicate effectively and use business acumen.

Skills:   Proficient skills in the operation of a personal computer and office equipment and the application of office software. Proficiency in business mathematical skills, recordkeeping basic accounts payable/receivable, and customer service skills.

Physical and Mental Requirements 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

Physical Demands:  Little or no physical demand is required to perform the work. Work effort principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, and computer paper.

Motor Skills:  Duties are largely mental rather than physical, but the job may occasionally require the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, keyboarding, word processing, filing, and sorting of papers.

Visual Demands:  The employee is rarely required to determine color differences.