Receptionist

Receptionist

Create the first impression of our agency by demonstrating a warm, compassionate, and responsive interaction between Four Seasons visitors and callers, as well as employees and volunteers. Exemplify the core values and mission of the organization, always exercising utmost discretion, diplomacy and confidence in all interactions. Communicate, engage, and exemplify our values, vision, and mission consistently.

Reports To: Administrative Team Leader

Status: (Hourly) Non-Exempt

FT, PT, PRN: Full-time

Shift: Monday - Friday; 8:00am 4:30 pm; 40 hours per week

Location: Flat Rock, NC - Four Seasons Main Office

Position Summary:

Create the first impression of our agency by demonstrating a warm, compassionate, and responsive interaction between Four Seasons visitors and callers, as well as employees and volunteers. Exemplify the core values and mission of the organization, always exercising utmost discretion, diplomacy and confidence in all interactions. Communicate, engage, and exemplify our values, vision, and mission consistently.

Essential Duties & Responsibilities:

• Work to achieve performance goals, pursue progress toward my learning plan (MLP) and demonstrate Four Seasons values and competencies
• Serve as a liaison between the organization and the general public by exhibiting excellent customer service
• Greet phone callers and visitors in a courteous and professional manner, routing them appropriately even in emergency situations
• Take and relay messages accurately and in a timely manner
• Accurately sort and distribute all incoming mail to appropriate locations/recipients
• Follow established best practices to process all checks and notifications (i.e., Finance, Home Care, Foundation)
• Accurately maintain and update Four Seasons staff roster with updates
• Place orders for general supplies, business cards, flowers and cards; signing for deliveries and alerting employees when packages arrive
• Ensure the front entrance area, kitchen and common areas are all neat and organized and present a positive first impression
• Manage organization cards and packages
• Assist in outside billing claims process
• Update and record time off requests
• Update weekend Visit Request Log with clinical requests routinely
• Create name badges for all visitors a new hire orientees
• Personal Protective Equipment inventory and ordering
• Prints Conference Room schedules daily
• Assist other departments with general office tasks routinely (i.e., faxing, scanning, scheduling, meetings, reserving conference rooms)
• Assist other departments with conference room set up (i.e. meeting preparation, staff assembly, etc.)

Knowledge, Skills & Abilities:

• Knowledge of HIPAA privacy policies
• Excellent organization skills
• Excellent written, oral, and collaborative communication skills
• Excellent interpersonal skills
• Excellent attention to detail and accuracy
• Proficient in MS Office: Outlook, Word, Excel, etc.
• Ability to handle emergency and/or crisis phone calls
• Ability to work independently with minimum supervision
• Ability to work under pressure to meet deadlines
• Ability to take initiative and utilize innovative techniques
• Ability to interact with various departments throughout the organization
• Ability to participate as a team player
• Ability to plan, prioritize and coordinate daily tasks

Minimum Qualifications:

• Minimum one year experience as receptionist on a multi-line telephone system
• Demonstrated computer skills with basic MS Office products
• Demonstrated customer service and communication skills
• Valid Driver's License with proof of Automobile Insurance

Other Duties:

• Assist Community Relations and Marketing Manager with administrative support as needed (i.e., invoice approval process)
• Provide back-up administrative support for Outlook calendar scheduling when needed
• Provide administrative support for the Employee Performance Evaluation process
• Adhere to Four Seasons policies regarding safety, security, confidentiality, and privacy.
• Maintain documentation and provide information to internal and external stakeholders regarding company-wide events and activities
• Print and post calendars for each reserve-able room
• Ensure phone lists are up-to-date that are posted throughout Greatrex location
• Maintain keys to storage areas
• Provide agency-wide community knowledge
• Provide support with agency-wide community and employee/volunteer events
• Update skills through participation in ASAP training, Relias training and continuing education
• Other duties as assigned