Receptionist HCC

Administrative Secretary

Job Purpose : The duties and responsibilities include performing the day-to-day administrative, secretarial, and receptionist functions of the facility in accordance with current established procedures, and as directed by the Office Supervisor.

Key Responsibilities :

• Answers incoming telephone calls and directs to appropriate person or department.
• Maintains confidentiality of all pertinent personnel information in accordance with the Privacy Act, as well as established personnel policies governing the release of information.
• Types documents, reports, letters, etc. at least 50 words per minute with high accuracy.
• Remains at repetitious tasks for long periods of time while completing paperwork, etc.
• Recognizes, responds to, and / or reports resident emergency situations immediately.
• Maintains strict confidentiality on all facility data.
• Communicates with and supports residents, families, visitors, etc.
• Maintains privacy of records, conditions, and other information relating to residents, employees, and facility.
• Performs assigned tasks in accordance with policies and procedures, and as instructed by the Administrator.
• Notifies supervisor of pending absence or tardiness within the time frame described in personnel handbook.
• Operates copier, office machines, computer, etc., as directed.
• Prepares and mails statements in accordance with established billing procedures.
• Assists in preparing time cards and distributing payroll checks.
• Maintains current file and listing of residents, emergency phone numbers of on-call personnel, key personnel, etc.
• Greets visitors, guests, residents, salespeople, and others, and monitors or reports suspicious persons or situations to the Administrator.
• Receives, sorts, and distributes mail as directed.
• Refers difficult and conflicting interactions or situations to Administrator or appropriate department head.
• Conducts annual salary and wage surveys and reports findings to the Administrator.
• Assists in reporting complaints and grievances from residents, families, visitors, and partners.
• Assists with completing forms, reports, etc., that are not considered as essential functions.
• Assists with supply inventory.

Minimum Education Required : High school diploma or equivalent.

Minimum Experience Required : At least six (6) months experience in payroll, insurance, and / or clerical position.

Additional Qualifications : (Preferred qualifications) Prefer two (2) years of experience in payroll, insurance, and / or clerical position. Courses in payroll, bookkeeping, office procedures, and other related subjects.