Residential Secretary/Receptionist - Weekends

The Centers•Cleveland, OH

5d•Onsite

About The Position

Under general supervision, the Secretary/Receptionist greets visitors, answers the telephone, and provides administrative and secretarial support to agency staff. This opportunity is every Saturday and Sunday from 9 to 5 PM. The ideal candidate will display strong MS Word, Excel, and Outlook skills. Customer service, a proven attendance record, and the ability to multitask in a fast-paced environment are essential.

Requirements

High school diploma or GED
One (1) year of secretarial and/or receptionist experience
A minimum of forty (40) wpm typing
An equivalent combination of education, training, and experience
Successful completion of all required pre-hire tests
Proof of current TB test upon hire
Strong MS Word, Excel, and Outlook skills
Customer service
Proven attendance record
Ability to multitask in a fast-paced environment
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 inquiries, complaints and/or conflicts

Nice To Haves

Participates in mandatory medication training

Responsibilities

Answers the telephone, directs calls and takes messages
Assesses caller’s needs and routes calls appropriately
Monitors intercom system and responds to staff calls
Receives staff notifications of illness or absence and informs appropriate supervisor
Receives clients, visitors and guests and notifies the appropriate party
Directs clients, visitors and/or guests to appropriate office and/or waiting area
Accepts and records donations, as applicable
Assists with maintaining a visi-files, daily activity logs, phone logs and phone lists
Assists with handling and dispensing prescription medication, as prepared by nursing staff
Provides secretarial and clerical support, as assigned
Types correspondence, dictation, work schedules, agendas, statistical reports, and other related work
Schedules appointments and meetings, as requested
Assists with preparing agendas and other related materials and provides meeting minute transcriptions
Assists with maintaining and auditing records according to licensing and other regulatory compliance requirements
Reviews program invoices and identifies discrepancies, as assigned
Prepares and assembles monthly/yearly agency reports and others as assigned
Performs a wide variety of clerical tasks including photocopying, word processing, sorting, and distributing mail
Compiles information, upon request
Orders office and program supplies as directed
Distributes mail to employees
Assists with maintaining office supply inventory
Maintains databases including client, providers, vendors, and others (ex. EPIC, Salesforce)
Maintains office files
Maintains spare keys, key log, key sign-out sheets and vehicle logs
Maintains and/or increases knowledge, skills, and abilities
Attends agency meetings and/or committees as necessary and/or as assigned
Participates in and contributes to agency-related professional in-service trainings
Performs other duties as assigned and/or needed