Westmont Living, Inc., a premier provider of retirement living, assisted living and dementia care is seeking an Administrative Clerk for our Home Office, in La Jolla, CA.  Westmont Living, Inc. is comprised of passionate, experienced senior housing leaders who have formed a company that focuses on what matters: resident lifestyle, convenience and bringing service to the next level. 

SCOPE:

Under supervision, the Administrative Clerk provides a high level of customer service and support to the Home Office and Westmont Living's communities.  The Administrative Clerk performs routine and mildly complex administrative activities; maintains all Finance, Human Resource and Payroll records, responds to requests for information from the communities; assists with the team member recognition program, promotes Westmont Living's Service Promise and Service Standards and performs related work as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Organizes, maintains and updates confidential subject, project, community and specialized technical files and logs in addition to maintaining all financial, payroll and Human Resource files; creates, maintains and updates filing systems.
• Compiles and organizes all Payroll and Human Resource paperwork for review and approval.
• Opens, screens, logs, date-stamps, sorts and distributes mail and packages; schedules deliveries and pick-ups; coordinates mass mailings. Responds to time sensitive documents and correspondence appropriately and within deadlines.
• Maintains the Home Office's supplies and places approved orders as necessary.  Unpacks office supplies and equipment and stocks supply cabinets, shelves or other similar storage areas.
• Performs office organization duties to ensure a safe and efficient work environment.
• Assists with responding to levies, wage garnishments, and judgments against team members.
• Assists with ensuring team members are accurately enrolled in benefit plans.
• Assists with the team member recognition program and maintains the recognition program supplies; places orders for recognition supplies; mails out monthly anniversary and birthday cards; ships recognition supplies to communities.
• Organizes, compiles and tabulates team member and resident satisfaction surveys.
• Drafts memos, correspondence, reports and other specialized documents; types correspondence, reports, forms, requisitions, and documents from rough drafts, marginal notes, or oral instructions.
• Performs research and compiles data for reports and in response to questions; requests and sends information and reports to various departments; verifies data accuracy and completeness.
• Schedules meetings, conferences, and appointments; organizes, prepares, and distributes materials; cancels and reschedules meetings as necessary; sets up meeting rooms; arranges for refreshments and catering; may attend meetings to take notes and draft minutes.
• Makes travel and conference reservations, including completing registration forms, researching lodging and ground transportation, preparing packages and itineraries, collecting receipts and submitting expense reports, as requested.
• Inputs, retrieves and reviews information from various computer systems and drives; proofreads and checks data for accuracy and completeness.
• Retrieves voicemails daily from the main line and other lines, as requested.
• Provides responsive, high quality service to Westmont Living team members by providing accurate, complete and up-to-date information, in a courteous, efficient and timely manner.
• Meets Westmont Living's Service Standards of Safety, Friendliness, Setting, and Efficiency.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

• Completion of 12 semester units of college courses from an accredited college or university in accounting, business administration or related field.
• One (1) year experience providing clerical support.

QUALIFICATIONS:

Knowledge of:

• General office administration practices and procedures.
• Business English (including spelling, grammar, punctuation, and vocabulary).
• Standard business software, including MS Office Suite and GMail.
• Alphabetic, numeric, subject and chronological indexing and filing rules and systems.
• Basic research methods and data analysis techniques.
• Telephone, office, and online etiquette.

Skills and Abilities to: 

• Set-up, organize and maintain specialized and confidential files.
• Retrieve, store and purge information in a wide variety of filing systems.
• Update and maintain records, logs, rosters and registers.
• Sort and classify information.
• Maintain confidentiality.
• Research and compile information.
• Prepare clear, accurate and concise records and reports.
• Read and comprehend complex documents.
• Compile, check, and verify data and information for accuracy and completeness.
• Sort and route incoming and outgoing mail.
• Receive and assist callers, obtain and transmit information.
• Interpret and apply policies and procedures.
• Operate modern office equipment including photocopier, calculator, computer and phone.  
• Make arithmetic calculations.
• Read, understand and follow oral and written instructions and procedures.
• Exercise appropriate judgment in answering questions and releasing information; analyze and project consequences of decisions and/or recommendations.
• Communicate effectively in writing and orally with a variety of individuals representing diverse cultures and backgrounds.
• Organize, set priorities and exercise sound judgment within areas of assigned responsibility.
• Establish and maintain effective working relationships with all encountered in the course of work.
• Provide prompt, efficient and responsive customer service.
• Consistently meet Westmont Living's Service Standards of Safety, Friendliness, Setting, and Efficiency.

WORKING CONDITIONS:

ENVIRONMENT:

Work primarily takes place in an office environment.  Work involves frequent use of office equipment and exposure to computer screens.

Physical and Mental Demands

The physical and mental demands described here are representative of those that must be met to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable an individual with a qualified disability to perform the essential functions of a job, on a case-by-case basis. 

Physical Demands

While performing the duties of this class, the team member is frequently required to stand, sit, bend and stoop, twist at the waist, turn the neck side-to-side, use fine finger dexterity to operate keyboards and writing materials, and talk and hear both in person and by phone. The team member will continuously move the neck up and down and occasionally will perform grasping, pushing, pulling and reaching above and below shoulder level. May occasionally lift and/or carry up to 30 lbs. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision, and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the team member is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under deadlines and interact many people encountered in the course of work.