Receptionist, Sheepshead Bay Cornerstone

Essential Duties and Responsibilities: The person filling this position is expected, under close supervision, to:

(1) Provide administrative and clerical support to ensure the smooth operations of all departments; (2) answer and screen incoming telephone calls; (3) direct callers and general voicemail messages to the appropriate personnel; and (4) assist non-clerical staff with clerical work (i.e., data collection and data verification); including the following:

• Maintain professional relationships with clients and client confidentiality.

• Practice Universal Precautions/Standard Protocol & Procedures.

• Comply with any and all Federal, State, City and CAMBA security and privacy polices intended to protect the security and privacy of individually identifiable health information.

• Greet visitors/clients, determine nature of business, and announce visitors to appropriate personnel.

• Provide callers with answers to questions about the organization (i.e.-address, fax #, directions, etc.).

• Compose, type and send general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.).

• Copy, collate and file correspondence and various documents weekly.

• Organize and maintain filing system(s).

• Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.

• Record, type and distribute minutes of meetings.

• Enter data into automated management information system.

• Ensure all agency forms, staff directory, and profiles are updated weekly.

• Ensure that fax and copy machines are in working condition.

• Monitor, troubleshoot, and track all office equipment maintenance issues.

• Schedule all office equipment repairs, and servicing as needed.

• Prepare, submit and track all MIS requests for assistance.

• Post, monitor and secure information on all employee and/or client bulletin boards.

• Collect and track employee time and attendance/vacation/comp-time and record into log.

• Provide purchasing/procurement support (i.e.-reconcile purchase orders and invoices).

• Order, receive, track, store and distribute office supplies.

• Assist with the audit of all employees' time and attendance data.

• Deliver all employee time sheets to the Payroll department.

• Coordinate and assign staff mailboxes as needed.

• Conduct mail pickups and/or deliveries.

• May facilitate, monitor and log client’s business phone usage.

• May coordinate, plan and participate in special events.

• May provide administrative support to upper management staff (EVP, SVP, VP, SPD, PD, APD, SPM, PM).

• May arrange and coordinate travel schedules and reservations and prepare travel vouchers.

• May update appointment calendars.

• Tasks may be modified, expanded and/or assigned over time.