Executive Secretary Gracedale Nursing Home

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 .

GENERAL PURPOSE
The Executive Secretary Gracedale Administration position is responsible for performing a variety of secretarial technical and administrative tasks in support of Gracedale Administration. This position requires advanced knowledge of office administration superior customer service skills and the ability to work independently.

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 Gracedale Administration. Monitors the Administrative group emails and phone calls responding as necessary to avoid escalation to Gracedale Administration when possible. Composes letters memos reports and other written communication as requested. Maintains the Gracedale telephone directory and emergency contact list.

Demonstrates superior customer service skills. Greets visitors in a professional friendly and hospitable manner. Answers routine questions from employees residents and the public or directs to appropriate staff when necessary. Promptly provides information schedules appointments arranges visits and meetings for Gracedale Administration. Fills in for lower-level clerical positions such as front desk receptionist when needed.

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 Gracedale Administration as requested.

Prepares Continuum of Care contracts for Gracedale Nursing Home such as for clinic hospice and nurse agency staffing providers. Ensures that all contracted providers are properly credentialed. Updates contracts documentation and files as necessary under the direction of the Gracedale Administration.

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

Submits service desk maintenance and housekeeping requests through the County portal.

Maintains the Administrative Policies & Procedures manual and electronic files. Maintains the Disaster Policies & Procedures manual and electronic files updating as necessary. Responds to inquiries 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. Prepares materials and communications. Attends scheduled meetings as assigned. Takes minutes as required and distributes them to participants.

Assists with Resident Concern process including but not limited to collecting forms from each resident area meeting with residents for intake of concerns responding to resident concerns when appropriate following up on resident satisfaction with concern resolution and maintaining concern log. Immediately notifies Gracedale Administration of concerns in accordance with mandatory reporting requirements.

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.

All employees of Gracedale Nursing Home will be required to attend Feeding Program training.

KNOWLEDGE SKILLS AND ABILITIES
Advanced knowledge of computers and computer software with ability to apply this aptitude in word processing Excel spreadsheet creation and maintenance Word document merges creating materials in publishing programs and managing electronic 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 confidential and sensitive information.

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

Ability to take accurate minutes of meetings.

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

Ability to maintain high energy level 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/GR19
UNION STATUS: NON-UNION

Updated September 2026