Administrative Assistant and Receptionist

The Dominican Sisters of San Rafael are seeking an Administrative Assistant/Receptionist for Dominican Convent to provide secure oversight for the coming and going visitors and Sisters, help managers with administrative work, coordinates calendar, and answers telephones.  

All at Dominican Convent carry out the responsibilities of their position according to the highest standards of moral conduct and confidentiality.  Everyone is treated and treats others with respect and dignity, guided by the mission and vision of the Dominican Sisters and acting in the best interests of the congregation.

ESSENTIAL FUNCTIONS

• Act as a receptionist; monitor convent entrance regarding guests and Sisters for security and safety, answer and screens telephone calls in a professional and timely manner; take accurate messages with a high degree of professionalism and courtesy, greet visitors and residents in a gracious and friendly manner
• Opens Reception area by 8:30 am each workday morning.
• Exercises considerable judgment and discretion in coordinating calendar, scheduling appointments and ensuring all parties are kept informed.
• Composes, types, and distributes professional correspondence and memoranda, e-mails and faxes, using individual initiative as assigned by the Administrator, Clinical Director and the Director of Food Services and Housekeeping.
• General office management including ordering supplies, and maintaining a highly organized filing system, filing, photocopying, faxing, and mailing.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.

QUALIFICATIONS

• Ability to communicate effectively with both verbal and written skills.
• Proficient with Microsoft Office Products including Word and Excel.
• Read, write and comprehend English.
• Spanish fluency a plus.
• Establish and maintain effective working relationship with those contacted during the course of work
• Ability to deal effectively with a diversity of individuals including geriatric population with varying physical and mental states.
• Ability to work independently and as a member of a team.
• Demonstrated ability to plan and organize projects.
• Demonstrated ability with private and confidential information

WORKING ENVIRONMENT

Equipment required to perform the duties include standard office equipment, computer, copier and telephone.  Our Dominican Convent is a home for retired sisters who need assisted living and for sisters who need short periods of time for recuperation or observation for health reasons. The physical layout of the convent consists of multiple wings/hallways containing bedrooms for these sisters, kitchen, dining room, reading room, two parlors and a chapel. All at Dominican Convent endeavor to create and maintain an atmosphere that reflects the intrinsic dignity of each person.  

PHYSICAL REQUIREMENTS

Maintain the following physical abilities:

• See well enough to read instructions
• Read fine print and view computer screen
• Hear well enough to converse on the telephone and in person
• Use of hands and fingers for use of computer keyboard, filing, writing and answering telephones
• Sit for long periods.
• Able to lift 30 lbs.

POSITION DATA

Status: Non-exempt

Schedule: Mon-Fri, 40 hours/week

8:30am-5pm