Administrative Assistant

    • Job Tracking ID: 85434-351978
    • Job Location: Newark, NJ
    • Job Level: Entry Level (less than 2 years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: November 01, 2022
    • Years of Experience: Up to 2 Years
    • Starting Date: ASAP
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Job Description:

New Community Corporation in Newark, New Jersey is one of the largest and most comprehensive community development organizations in the country; New Community’s success rests on its comprehensive approach to community development. It is active in housing, health care, education, job training, childcare and economic development. It has provided training to community development professionals from around the country and the world, having hosted representatives from more than 20 countries throughout the years. The mission of New Community is to help residents of inner cities improve the quality of their lives to reflect individual God-given dignity and personal achievement.

The Administrative Assistant will be expected to demonstrate professionalism in the execution of clerical duties, including record keeping, preparing office related correspondence, responding to callers, visitors and performing other daily task such as assisting the Admissions Office with the preparation of Medicaid applications. The position reports directly to the Administrator of the Extended Care Facility and/or designated supervisor.

The primary purpose of this position

Serves visitors by greeting, welcoming, and directing them appropriately; notifies NCC personnel of visitor arrival; and provides office support activities for the facility and/or managers and supervisors of Extended Care.

  • To welcome visitors and clients, receive and route telephone calls, and provide clerical support.
  • Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries
  • Responsible for directing callers’, clients and visitors to the proper staff member
  • Directs visitors by maintaining employee and department directories
  • Monitor visitor access and maintain security awareness
  • Responsible for verifying clients with appointments are seated and promptly notify staff member of guest arrival
  • Answers incoming telephone calls and provide relevant information, i.e. facility description, services, and/or direct to the appropriate staff member; may transcribe messages from telephone
    answering machine
  • Perform varied clerical duties including typing, filling, opening and distributing mail and answering the telephone
  • Preserves the confidentiality of files and other information in accordance with NCC’s policies and State laws/regulations
  • Maintains safe and clean reception area by complying with procedures, rules, and regulations.
  • Types all correspondence (agendas, letters, memorandums, training / staff meetings)
  • Other related duties as required by supervisor
  • Ability to work and interact with departments throughout the organization
  • Adheres to the Mission and maintains high standards
  • Adheres to policies and procedures of New Community Corporation and Affiliates
  • Preserves the confidentiality of files and other information
  • Results driven, self- starter with high attention to detail and sense of urgency. Must also be highly customer- oriented.
  • Demonstrates general knowledge of program and practices of the Medicaid application process
  • Demonstrates ability to establish and maintain effective working relationships
  • Demonstrates ability to multitask effectively; highly organized and have strong problem solving skills
  • Demonstrates ability to communicate effectively, both orally and in writing
  • Demonstrates working knowledge of general office procedures
  • Proficiency with Microsoft Office suite; skilled in database management and record keeping
  • Demonstrates respect, cooperation, consideration and tact in dealing with peers, supervisors and others
  • The employee will cooperate with the agency, licensee and the applicable State department or division licensing unit with any legally mandated inspections or investigations

Experience and Skills:

  • High school diploma or equivalent
  • Minimum one (1) years’ experience of secretarial or other office related experience in a fast paced, professional environment with an emphasis on the Medicare/Medicaid application process, preferred
  • Bilingual in Spanish and English, preferred