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Duties &
Responsibilities:
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Job Summary
Under general supervision performs clerical support and administrative duties in an efficient manner in accordance with established policies and processes, as directed by supervisor.
Duties
- Receive and follow reception schedule/instructions from supervisor and as outlined in established policies and processes.
- Operate overhead paging/telephone system as required. Answers telephone, determines nature of call and directs caller to appropriate individual or department.
- Maintain a current file/listing of residents by name and room number, emergency phone numbers of on-call personnel, department extensions, key personnel, etc.
- Provide directions/information to visitors, guests, residents, sales representative, etc.
- Create and maintain an atmosphere of warmth and personal interest, as well as a calm environment throughout the Center.
- Order supplies as directed.
- Operate copier, office machines, etc. as directed.
- Assist department directors in administrative matters (e.g. typing reports, statements, minutes of meeting, correspondence, etc.).
- Prepare outgoing mail for pick up at the designated time. Sort, distribute, and route incoming mail to appropriate residents, departments, and/or personnel.
- As assigned, file incident/accident reports in accordance with established policies.
- Receive payments on accounts and issue/mail receipts as necessary.
- Maintain files and other records as directed.
- Arrange for meetings, conference, etc.
- Report complaints and grievances to the Administrator immediately.
- Other duties as assigned and appropriate to the position.
Knowledge, Skills and Abilities
- Able to read, write, and understand the English language, and be able to follow written and oral instructions.
- Able to make independent decisions when the circumstances warrant such action and to remain calm during emergency situations.
- Able to deal tactfully with personnel, residents, family members, visitors, and the general public.
- Knowledgeable of administrative practices, processes, and guidelines.
- Experience using computer software (Microsoft).
- Have patience, tact, cheerful disposition and enthusiasm, and be willing to handle residents, staff, and visitors, based on whatever maturity level at which they are currently functioning.
- Maintain confidentiality of pertinent personnel information in accordance with the Privacy Act, as well as established personnel policies governing the release of information.
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