Job description

JOB SUMMARY:
Under general supervision, the Secretary/Receptionist greets visitors, answers the telephone, and provides administrative and secretarial support to agency staff.

MINIMUM QUALIFICATIONS: 1. Education, Training, and/or Experience:

• High school diploma or GED, plus one (1) year of secretarial and/or receptionist experience
• A minimum of forty (40) wpm typing; and/or
• An equivalent combination of education, training, and experience.

2. Certifications, Licenses, Registrations:

• Successful completion of all required pre-hire tests and proof of current TB test upon hire

ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES:
Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made for qualified individuals to perform the essential duties.
1. Answers the telephone, directs calls and takes messages
a. Assesses caller’s needs and routes calls appropriately
b. Monitors intercom system and responds to staff calls
c. Receives staff notifications of illness or absence and informs appropriate supervisor
2. Receives clients, visitors and guests and notifies the appropriate party
a. Directs clients, visitors and/or guests to appropriate office and/or waiting area
b. Accepts and records donations, as applicable
3. Assists with maintaining a visi-files, daily activity logs, phone logs and phone lists
4. Assists with handling and dispensing prescription medication, as prepared by nursing staff
a. Participates in mandatory medication training
5. Provides secretarial and clerical support, as assigned
a. Types correspondence, dictation, work schedules, agendas, statistical reports, and other related work
b. Schedules appointments and meetings, as requested
c. Assists with preparing agendas and other related materials and provides meeting minute transcriptions
d. Assists with maintaining and auditing records according to licensing and other regulatory compliance requirements
e. Reviews program invoices and identifies discrepancies, as assigned
f. Prepares and assembles monthly/yearly agency reports and others as assigned
g. Performs a wide variety of clerical tasks including photocopying, word processing, sorting, and distributing mail
h. Compiles information, upon request
6. Orders office and program supplies as directed
7. Distributes mail to employees
8. Assists with maintaining office supply inventory
9. Maintains databases including client, providers, vendors, and others (ex. EPIC, Salesforce)
10. Maintains office files
11. Maintains spare keys, key log, key sign-out sheets and vehicle logs

ADDITIONAL DUTIES & RESPONSIBILITIES:
1. Maintains and/or increases knowledge, skills, and abilities
2. Attends agency meetings and/or committees as necessary and/or as assigned
3. Participates in and contributes to agency-related professional in-service trainings
4. Performs other duties as assigned and/or needed

Knowledge, Skills, Abilities & Personal Characteristics:

• Knowledge and support of agency mission, goals, policies, and procedures*
• Basic knowledge of applicable agency rules, regulations, standards, and policies impacting the Cleveland Christian Home and assigned program*
• Knowledge of office technology, equipment, practices, and procedures including filing and organizing systems and telephone answering systems
• Knowledge of computer software and applicable applications including word processing and spreadsheet software
• Knowledge of correct use of grammar, punctuation, and spelling
• Ability to perform a wide range of clerical and secretarial functions in a highly skilled nature
• Ability to establish a rapport with clients and their families, work with a wide range of professionals, community officials and professionals and a culturally diverse population
• Ability to maintain appropriate and required confidentiality ensuring the integrity of sensitive information (written and/or verbal)
• Ability to organize and prioritize work, engage in various tasks and consistently meet deadlines.
• Ability to effectively resolve and/or respond to inquires, complaints and/or conflicts

PHYSICAL DEMANDS

• Ability to sit for long periods of time, physical capacity for frequent bending, stooping, and lifting;
• Ability to answer telephones and respond to emails;
• Ability to perform job responsibilities in a facility or residence with multiple levels and without elevators or mechanical transportation; and
• Operate a computer and keyboard.

•
WORKING CONDITIONS

• Smoke-free working environment.
• Ability to provide services during non-traditional working hours.

The Centers is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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