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DEPARTMENT

Environmental Services

JOB TITLE

ENVIRONMENTAL

SERVICE ADMINISTRATIVE ASSISTANT

Date of Last Revision:

February 27, 2025 Reports to: Environmental Service Director/Manager Purpose of job: The Area housekeeper position is responsible for a variety of housekeeping duties. These duties are necessary for providing the resident population and the facility with a clean and sanitary environment. White Horse Village reserves the right to modify and add to your job duties. Housekeeping Director or Managers may ask you to perform other duties that are outside of your normal descriptions. The person filling this position can expect to provide services to patients of all age groups.

Introduction:

Your job description has been designed to outline the responsibilities of your specific job title. Every effort has been made to include all items. It is understood that since you work in the service industry that NOT all situations can be listed. We encourage you to provide the best customer services possible while accomplishing the tasks of your job. The omission of specific duties or responsibilities does not mean that you should not complete the task. Your job description outlines the general duties as well as establishes the method for performing other duties as assigned by a Director, Vice President or President. Each job description contains 7 essential categories for every job and 2 categories of title specific duties. Please review them and ask your Manager if you have any questions.

Administrative Functions:

Maintain a good work rapport with inter-departmental personnel. Assist in planning, developing, organizing and implementing departmental activities as directed. Assist coordinating departmental service with other departments. Adhere to all WHV policies and procedures.

Perform administrative duties such as:

filing, completing forms, reading memos and attend meetings, as directed. Page Break Create and maintain a good customer service environment.

Training/In-Service Attendance:

Attend and participate in all required in-services and educational classes. Attend and participate in workshops, seminars and coursework, as directed.

Safety and Sanitation:

Follow and establish safety procedures and precautions when performing the aspects of your job. Report all injuries immediately to your Managers. Lift using proper technique. Assist others when directed. Report all unsafe and hazardous conditions and equipment to your Managers. Maintain a work area that is clean and hazard free. Follow all infection control procedures as they apply. Know and follow fire and disaster plans. Use personal protective equipment when performing tasks that might involve infectious materials.

Equipment and Supply Usage:

Report all equipment malfunctions or breakdowns immediately. Report low or depleted supplies to the appropriate person. Use equipment for its intended purpose. Follow correct official procedures when using equipment.

Resident Rights:

Maintain the confidentiality of resident information. Handle all resident property with respect. Knock before entering into a resident s room or dwelling. Ensure that residents are treated fairly and with respect allowing for individuality and privacy. Uphold the residents civil rights.

Regulatory Compliance:

Follow all

OSHA, CDC

guidelines. Review book of Material Safety Data Sheets prior to working with any chemicals. Treat all team members fairly and equally without regard to race, color, creed, national origin, age, sex, religion, handicap or marital status. Adhere to all local, state or federal regulations as they apply. Completes annual compliance training and exhibits behavior as set forth by the code of conduct in the performance of their duties. Abides by White Horse Village s code of conduct in the performance of their duties.

Home Care Competency:

Demonstrates competency in the following areas: Maintains client confidentiality Understands and promotes consumer control and the independent living philosophy Assists residents with activities of daily living (as appropriate) Recognizes and reports client changes Understands and practices basic infection control Understands and practices universal precautions Understands White Horse Village protocols for handling emergencies Completes required documentation Understands departmental practices for reporting abuse and neglect Understands departmental practices for dealing with difficult behaviors

Committee Function:

Serve on committees as assigned. When serving on a committee, participate to the fullest of your ability.

Housekeeping Secretary Function:

Assist the Director in the planning, developing, organizing, implementing, evaluating, and performing administrative procedures. Develop and maintain a good working report with inter-departmental personnel, as well as other departments within the community, to assure that administrative services and activities can be properly maintained to meet the needs of the community. Interpret the community s policies and procedures to personal, residents, family members, visitors, etc., as directed by the Housekeeping Director. Assist in maintaining a good public relations program that serves the best interest of the community. Coordinate administrative procedures with other departments as necessary. Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the community. Consult with department supervisors concerning their administrative needs, and other related areas, to assist in eliminating/correcting problem areas, and/or improvement of services. Accumulate, maintain and provide statistical data as directed. Assist in the establishment and maintenance of an adequate filing system. Maintain insurance programs concerning liability, workman s compensation, etc., as directed. Release information only in accordance with established policies and procedures. Represent the community at and participate in meetings as required by Housekeeping Director. Ensure administrative functions are carried out promptly for an efficient operation. Delegate administrative authority, responsibility and accountability to other responsible persons. Make written and oral reports. Recommendations to the Housekeeping Director. Concerning administrative procedures. Assure that the office is maintained in a calm and safe manner and that necessary equipment and supplies are maintained to perform required duties. Assist in standardizing the methods in witch work will be accomplished. Assist in developing, implementing and coordinating administrative policies, procedures manuals, job descriptions, etc. Perform administrative requirements such as completing necessary forms, reports, etc., and submitting to the Housekeeping Director. Provide information to residents/family as necessary or refer to appropriate department or agency. Assist in administrative studies and projects as assigned or that may become necessary. Work with the community s consultants as necessary and implement recommended changes as required. Assist in reviewing complaints and grievances and make oral/written reports to the Housekeeping Director. Schedule appointments, process mail, answer phones, etc. keep the Housekeeping Director advised of meetings, appointments, as necessary. Serve as liaison to the Housekeeping Director, medical staff, and other professional and supervisory staff. Respond to inquiries in a courteous manner. Refer to appropriate staff personal as required. Type and prepare confidential reports, statistical and financial data as directed. Assist in solving administrative problems that may arise. Proof read and correct letters, drafts. Reports, etc., for grammar, punctuation, spelling, etc. Assist in coordinating and planning activities of community. Coordinate staff meetings, conferences, etc. maintain schedules as appropriate. Perform various secretarial duties for other staff members as necessary. Assume the administrative authority, responsibility, and accountability of directing the Housekeeping Director administrative programs. Other related duties and responsibility that may become necessary or as directed by the Housekeeping Director. Miscellaneous Ensure that all personnel comply with all community policies and procedures as set forth in the Personal Handbook, Safety Manual, Universal Precocious, Emergency & Disaster Plan, Policies and Procedures for Work-related Injuries and Illnesses, etc,. Comply with all Osha and CDC regulations. Deal diplomatically and caringly with residents, family members, responsible parties, and personal to develop an open, cordial, homelike environment. Review, as necessary, and comply with Materials Safety Data Sheet information. Treat all residents, guest and fellow employees with kindness, dignity and respect. Assist in the evacuation of residents, if necessary. Perform other duties as assigned.

Compliance Requirements:

Completes annual compliance and HIPAA training and exhibits behavior as set forth by the Code of Conduct in the performance of duties. Adheres to the Organizations Policies and Procedures regarding the Compliance Program of the organization and is timely in reporting any possible concerns. Follows all local, state and federal regulations as they pertain to the position. Adheres to the Organization s Policy and Procedures covering Privacy and Security in Compliance with HIPAA regulations.

VALUES:

Integrity:

Doing the right thing even when nobody is looking.

Compassion:

Demonstrate care and empathy in all our interactions.

Inclusiveness:

Create a diverse environment that is welcoming and accepting.

Growth:

Explore opportunities for learning and change.

Generosity:

Give of oneself to benefit others.

Respect:

Value the worth of each person.

Relationships:

Develop meaningful connections with one another.

Stewardship:

Commit to use our resources wisely. Page Break

ACKNOWLEDGEMENT

I, ________________________ have read this Job Description and fully understand the requirements set forth therein. I hereby accept the position of

ENVIRONMENTAL SERVICE ADMINISTRATIVE

ASSISTANT and agree to abide by the requirements set forth and will perform all duties and responsibilities to the best of my ability. I understand that this Job Description is not all inclusive, and that I will be responsible for performing other duties as assigned. I further understand that this Job Description does not constitute an employment contract. I further understand that White Horse Village is an At-Will employer, and that my employment is At-Will , and thereby understand that my employment may be terminated At-Will by White Horse Village or by myself, and that such termination may occur with or without cause, and with or without notice. _________________________________________ _____________________ Team Member (PRINT) Name Date ________________________________________ _____________________ Team Member Signature Date ________________________________________ _____________________ Director/Supervisor Signature Date