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1225 W State Street, Olean, NY

Program Receptionist


Under 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.


  1. Answers multi-line phone and direct all calls or messages.
  2. Manages door alarm system and allowing appropriate access to the Total Senior Care building.
  3. Greets general public/agency visitors and directs sign-in procedure; directs inquires to the proper personnel.
  4. Greets and assists participants with day center check-in and check-out process.
  5. Verifies, using electronic medical record, participant’s attendance at the day center or cancellation of services.
  6. Maintains participant reminder cards for medical appointments.
  7. Produces assigned reports to manage unverified services.
  8. Acts as a support/back up to the transportation coordinator; handles transport issues as they arise in the day center and with outside appointments.
  9. Assists the registered dietician and aide staff in determining number of lunches per day for participants.
  10. 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.
  11. Records, tracks, and reports participant supplies being sent home from the center; Ensures accurate coordination of supplies and medications that are leaving with participants.
  12. Manages participant name badges upon enrollment and as appropriate in the center.
  13. Accepts and routes deliveries.
  14. Opens (unless marked confidential), date stamps and sorts all incoming USPS mail; ensures timely interdepartmental/ interoffice mail deliveries.
  15. Assists with record keeping of electronic and hard copy records as directed, recording and tracking data as needed.
  16. Assembles newsletters, satisfaction surveys and assists other clerical staff in tasks as may be requested or observed as needed, proving general office support.
  17. Completes requisition requests for office supplies as needed.
  18. Assists with management of mandatory fire drills and monthly check of fire extinguishers.
  19. Adheres to and reflects organizational values in daily work.
  20. Serves on agency committees as may be assigned.
  21. 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.
  22. 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 Program Director.

MINIMUM REQUIREMENTS: Numbered list, as applicable

  1. Associates degree in secretarial science or equivalent program or high school diploma with a prescribed program of secretarial courses plus two years secretarial experience.
  2. Minimum accurate keyboarding speed of 50 wpm. Working knowledge of Microsoft Office programs and demonstrated capabilities.
  3. Familiarity with industry standards of word processing/computer/ fax/ copier/multi-line phone system and calculator.
  4. Organizational abilities.
  5. Effective verbal and written communication skills.
  6. Acceptable driver’s license and automobile available for use with current insurance.
  7. Availability by phone.

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