Executive Secretary - Gracedale Nursing Home Administration

Application Requirements

In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.

Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.

For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at or 610-829-6382.

Equal Employment Opportunities - It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law. Job Description

GENERAL PURPOSE
The Executive Secretary - Gracedale Administration position is responsible for performing a variety of secretarial, technical, and administrative tasks in support of Gracedale Nursing Home Administration. This position requires a high level of independent action, advanced knowledge of office administration, and superior customer service skills.

SUPERVISION RECEIVED
This position reports directly to the Assistant Nursing Home Administrator and the Nursing Home Administrator.

SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees.

ESSENTIAL DUTIES OF THE POSITION
Manages correspondence for the Assistant Nursing Home Administrator and for the Nursing Home Administrator. Monitors emails and phone calls, responding as necessary to avoid escalation to Nursing Home Administration when possible. Composes letters, memos, reports, and other written communication as requested.

Demonstrates superior customer service skills. Greets visitors in a professional, friendly, and hospitable manner. Answers routine questions from employees, residents, and the general public, or directs to appropriate staff when necessary. Promptly provides information, schedules appointments, arranges visits, and meetings for the Nursing Home Administration.

Interacts with County employees, residents, family members, and other individuals both within and outside of Gracedale Nursing Home on a regular basis to assist with the completion of general informational requests, or to provide direction to appropriate staff in order to provide the highest level of customer service.

Manages calendars for the Nursing Home Administration.

Prepares Human Services contracts for Gracedale Nursing Home, such as for clinic, hospice, and nurse agency staffing providers. Ensures that all doctors and registered nurse practitioners providing services through the contracts are properly credentialed.

Updates contracts, documentation, and files as necessary under the direction of the Nursing Home Administration.

Maintains compliance with required Pennsylvania Department of Health postings. Creates appropriate signage as necessary.

Submits service desk requests to Information Services as needed.

Maintains the Administrative Policies & Procedures manual and the Disaster manual, updating as necessary. Responds to inquires requiring detailed knowledge of policies and procedures of Gracedale Nursing Home.

Participates in event planning for Gracedale Nursing Home, including designing and printing communications, coordinating attendance, arranging for event setup, etc.

Makes arrangements for scheduled meetings, such as the Gracedale Advisory Board and the Supervisors' meetings. Prepares materials and communications. Maintains and updates contact information for Advisory Board members. Attends scheduled meetings as assigned. Takes minutes as required.

Manages special projects as assigned.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above 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 the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND

Office administration training or certification is preferred; AND

At least four (4) years of Executive Secretary or Executive Assistant experience, preferably in a long term care facility.

OTHER REQUIREMENTS - Applicants must be fully vaccinated against COVID-19, and present valid proof of vaccinated status, in order to be eligible for hire at Gracedale Nursing Home. According to the Centers for Disease Control (CDC), people are considered fully vaccinated two (2) weeks after their second dose in a 2-dose series (such as Pfizer or Moderna vaccines), or two (2) weeks after a single-dose vaccine (such as Johnson & Johnson's Janssen vaccine).

Upon hire employee must have a drug screening and COVID-19 testing. Employees may also be periodically tested for COVID-19 as required or recommended. In addition, Gracedale Nursing Home will follow The Centers for Medicare & Medicaid Services (CMS) requirements with regard to booster(s) needed for workers in health care settings.

KNOWLEDGE, SKILLS, AND ABILITIES
Advanced knowledge of computers and computer software, with ability to apply this aptitude in word processing, Excel spreadsheet development and maintenance, Word document merges, creating materials in Publisher, and managing calendars in Outlook.

Advanced knowledge of office administration procedures and systems, especially in a long term care environment.

Thorough knowledge of proper records management, retention of records, and cataloguing of files.

Knowledge of standard office equipment with the ability to troubleshoot and arrange for repairs when necessary.

Ability to learn new technology quickly and to adapt work methods accordingly.

Ability to maintain and update Gracedale's website and social media pages.

Ability to maintain confidential and sensitive information.

Ability to prepare and analyze comprehensive reports, carry out assignments, and administer existing and proposed programs.

Ability to communicate effectively verbally and proficiently in writing with various employees, County officials, residents, and the general public.

Ability to establish and maintain effective working relationships with employees, supervisors and managers, other agencies, and the public.

Ability to handle stressful situations.

Ability to read, write, speak, understand, and communicate in English to perform the duties of this position, with impeccable spelling, grammar, and composition skills.

High energy level, ability to multitask, establish priorities, and work independently.

Strong ability to perform well and be unfailingly diplomatic in a high pressure and complex environment.

Ability to work outside of normal business as required for meetings and/or special projects.

Excellent communication and interpersonal skills with ability to listen effectively, respond appropriately, and maintain mutual comfort level while relating to a diverse clientele.

Excellent problem-solving skills with the ability to envision and deliver innovative solutions.

TOOLS AND EQUIPMENT
Multi-line telephone system, personal computer and laptop (including Microsoft Office applications), the internet, calculator, fax machine, and copy machine.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.

The employee must occasionally lift and/or move up to twenty-five (25) pounds.

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 essential functions.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually quiet.

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS-19
UNION STATUS: NON-UNION

Updated February 2024