RECEPTIONIST/SECRETARY PERDIEM

Job Description

Job Description

Description:

Position summary: The Receptionist performs clerical functions that include typing, word processing, and other functions as necessary to facilitate the administrative activities of the home. This position is responsible for answering and directing incoming calls and greeting and assisting all visitors. Job Related Responsibilities and Activities: 1. Answers the telephone promptly in a courteous and polite manner. 2. Discreetly and politely relays incoming telephone calls, assisting the caller as able and authorized, directs calls to others as appropriate. 3. Makes announcements over the telephone intercom system in a clear, precise and pleasant manner. 4. Takes messages from incoming telephone calls accurately and completely; and promptly and properly routes messages via telephone, intercom, or person-to-person. 5. Greets visitors in a kind and courteous manner and directs them to appropriate person or place. 6. Gives directions/information to visitors, guests, vendors, etc. including accurate directions to the facility. 7. Immediately notifies nursing station and or Director of Nursing Services of residents who appear lost, wander outside, or otherwise appear disoriented or in need of assistance. 8. Answers questions relative to Maine Veterans’ Home as able and authorized, or refers them to the appropriate source for information. 9. Provides backup support to the Administrative Supervisor as needed or assigned. 10. Maintains a current file/listing of emergency phone numbers of on-call personnel, department extensions, key personnel, etc. 11. Distributes employment applications upon request. Receives and promptly forwards completed applications to Human Resources. Page 2 of 4 12. Receives and sorts incoming mail. Opens all mail and date stamps, copies, and distributes in the appropriate mail area as assigned. Gives all remaining, unidentified mail to the Administrative Assistant for further distribution. 13. Processes outgoing mail as assigned, places appropriate postage on regular mail and deposits in mailbox, processes certified, return receipt, overnight, UPS, and other specialized mailings obtaining and attaching receipts. 14. Distributes documents as assigned internally to appropriate mailboxes, bulletin boards and other Homes as directed. 15. Coordinates programs, projects and events as assigned. 16. Sends facsimiles as directed and distributes incoming facsimiles to the appropriate person in a timely manner. 17. Maintains photocopying/facsimile machines including refilling paper trays/toner, contacting vendors for repair service, and assisting others with paper jams, usage, etc. 18. Completes other clerical functions as directed, including alphabetizes material, files, stuffs envelopes, and prepares mailings. 19. Assists Administrative Supervisor with the scheduling and use of conference rooms for meetings and functions, making arrangements for room setup, audio/visual materials, food, supplies, and other items as directed. 20. Performs clerical duties including typing, word processing, completing spreadsheets and databases, assists in preparing visual presentations, filing, photocopying, facsimile, electronic mail, and basic adding machine calculations. 21. Completes required paperwork accurately, legibly and in a timely manner. 22. Develops and maintains filing and record keeping systems in accordance with established procedures. 23. Attends annual in-service training. 24. Maintains confidentiality of Home information. 25. Performs other reasonably related duties as assigned.

Essential Functions of the Job: • Knowledgeable of the proper use of modern office equipment, including telephone system, facsimile, photocopier, calculator, postage meter, typewriter, audio/visual equipment, computers and other Page 3 of 4 office/technical equipment used in the execution of job duties; and must be able to utilize this equipment with or without reasonable accommodation. • Ability to type from transcription devices and handwritten material, including complex and technical material. • Knowledgeable of typing, word processing, data entry into a computer, and modern data processing activities. • Excellent customer service skills. Education/Training/Experience: High school diploma or equivalent. A minimum of three years combination of education, training, experience providing considerable knowledge of secretarial and receptionist activities which reflect progressively increasing responsibilities. Working Conditions and Physical Demands: Modern facilities, in a normal office environment with excellent working conditions. Light physical demands including standing, walking, some lifting, and prolonged sitting at a phone station and computer. May be subject to emotionally upset or hostile residents, family members, employees, visitors and behaviorally aggressive residents. This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts, or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job, the company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances dictate