BASIC PURPOSE & SCOPE:
assigned supervision of the Administrative Coordinator, is responsible for, but
not limited to, general secretarial duties as a program support staff member,
answering multi-line phone and directing calls or messages, greeting and
directing agency visitors and employees, responding to routine inquiries,
assuring coverage of “front desk” tasks related to participant activities,
receiving and/or directing deliveries and assisting with clerical and record
keeping duties as may be assigned.
multi-line phone and direct all calls or messages.
- Manages door
alarm system and allowing appropriate access to the Total Senior Care building.
- Greets general
public/agency visitors and directs sign-in procedure; directs inquires to the
- Greets and
assists participants with day center check-in and check-out process.
- Verifies, using
electronic medical record, participant’s attendance at the day center or
cancellation of services.
participant reminder cards for medical appointments.
- Produces assigned
reports to manage unverified services.
- Acts as a
support/back up to the transportation coordinator; handles transport issues as
they arise in the day center and with outside appointments.
- Assists the registered dietician and aide staff in determining
number of lunches per day for participants.
- Assists the
finance department by recording and reporting monthly spend down payments
received at the day center front desk or in mail from participants and/or
caregivers, as well as any other checks/cash received.
- Records, tracks,
and reports participant supplies being sent home from the center; Ensures
accurate coordination of supplies and medications that are leaving with
participant name badges upon enrollment and as appropriate in the center.
- Accepts and
- Opens (unless
marked confidential), date stamps and sorts all incoming USPS mail; ensures
timely interdepartmental/ interoffice mail deliveries.
- Assists with
record keeping of electronic and hard copy records as directed, recording and
tracking data as needed.
- Assembles newsletters,
satisfaction surveys and assists other clerical staff in tasks as may be requested
or observed as needed, proving general office support.
requisition requests for office supplies as needed.
- Assists with
management of mandatory fire drills and monthly check of fire extinguishers.
- Adheres to and
reflects organizational values in daily work.
- Serves on agency
committees as may be assigned.
- Maintains an obligation
to report wrongdoing/violation of agency policies, applicable federal, state
and local laws, and regulations, pertaining to agency operations, to immediate
supervisor or identified compliance officer.
- Completes all mandatory inservice
education programs and completes any other additional inservice hours that are
minimally required for the position.
The above examples of
work may not be a complete statement of all assignments that may be inherent to
the position. Other duties may be
assigned as deemed necessary and appropriate by the immediate supervisor and/or
MINIMUM REQUIREMENTS: Numbered list, as applicable
- Associates degree in secretarial science or equivalent program or high school diploma with a prescribed program of secretarial courses plus two years secretarial experience.
- Minimum accurate keyboarding speed of 50 wpm. Working knowledge of Microsoft Office programs and demonstrated capabilities.
- Familiarity with industry standards of word processing/computer/ fax/ copier/multi-line phone system and calculator.
- Organizational abilities.
- Effective verbal and written communication skills.
- Acceptable driver’s license and automobile available for use with current insurance.
- Availability by phone.