Receptionist

POSITION SUMMARY:

The Receptionist is responsible for providing telephone answering and receptionist services that include performing complex secretarial, administrative, and organizational support work for business services and any and all key staff members as necessary and completing special projects as requested.   

JOB SPECIFIC RESPONSIBILITIES:

•    Provides telephone support by answering telephones in an appropriate, courteous, professional, and timely manner.  

•    Displays professional demeanor when answering the telephone and dealing with incoming patients and all visitors.

•    Possess knowledge of modern office practices and procedures, including the uses of office machines and equipment.

•    Possess knowledge of computer hardware and various business-related software applications, including, but not limited to, MS Word, Excel, Outlook, Access, and PowerPoint, essential for job responsibilities.

•    Shows a willingness to assist other employees and visitors and seeks out opportunities to assist others.

•    Provides training to new receptionists regarding the use of telephones.

•    Understands and interprets pertinent policies, procedures, and executive instructions accurately.

•    Possess strong verbal and interpersonal skills.

•    Maintains a positive and professional attitude with all personnel.

•    Performs all front office/clerical duties of the position.

•    Sells lunch tickets to employees and guests.  Counts cash drawer before any sales and records sales on provided forms.  

•    Returns cash drawer to Administrative Assistant.  

•    Ensures that all relief receptionists know procedures and given detailed instructions regarding daily information before leaving on a break.  Ensures pertinent information from the day shift is communicated to evening and weekend receptionists via email and notebook.

•    Courteously greets visitors, ensuring appropriate sign-in procedures are followed.

•    Provides administrative, secretarial support to staff as assigned and special projects as required.

•    Ensures that mail is delivered, and outgoing mail picked up by postman daily.

•    Sorts and distributes incoming mail, including interdepartmental mail, promptly.

•    Ensures that deliveries of packages, supplies, orders, etc. are distributed to appropriate departments promptly.

•    Ensures that incoming correspondence is distributed to the correct person promptly.

•    Ensures that the reception area and lobby are clean and presentable for guests, visitors, and staff.

•    Ensures that the Reception area's administrative supplies are ordered and available when needed, including toner for printer, visitor badges, visitor logs, and all forms needed at the Reception desk for daily business.

•    Maintains administrative filing promptly as needed.

•    Available to assist with communicating Spanish-speaking patients if Receptionist is bilingual or if not bilingual, obtain assistance from another Spanish-speaking employee.

•    Ensures that all charge batches are received from each department promptly.  Keys and/or posts batches promptly.

•    Prints journals for each batch posted.  Ensures journals are distributed to departments promptly.

•    Notifies department directors if there are errors in the batch.

•    Ensures daily charge deadlines are met.

•    Distributes paychecks to employees.

•    Establishes and maintains effective working relationships with supervisory personnel and coworkers throughout the company.

•    Plans organize and execute work activities independently.

•    Is trained on most Business Office Coordinator duties and assumes those responsibilities in the Business Office Coordinator’s absence.

•    Performs any other duties and special projects as assigned.

POSITION QUALIFICATIONS:

EDUCATION:

•    Minimum of High School diploma or equivalent preferably with some college courses.

EXPERIENCE:

•    Minimum two years’ experience in similar or like position preferred.

LICENSURE/CERTIFICATION:

•    .

•    Must be knowledgeable of and practice Infection Control and Universal Precautions at all times.

•    Must obtain a tuberculosis test within the first 14 days of employment and annually after that.

•    Must pass a criminal background, misconduct registry, and OIG/GSA Sanction check.