Receptionist / Administrative Assistant

Job Description

ABOUT JOB

We are seeking a dedicated and professional Administrative Receptionist and Admissions Clerk to serve as the first point of contact for our facility. This vital role combines front desk responsibilities with administrative support, ensuring smooth daily operations and providing exceptional customer service to residents, families, visitors, and staff.

Duties:

• Strong oral and written and communication skills
• Working knowledge of Microsoft Office (Word, Excel and Access)
• Knowledge and implementation of basic practices and principles of organization, planning, records management and discretion in handling such matters
• Professional and Customer-service oriented attitude and demeanor
• Prioritize and perform multiple functions under time pressure and deadlines with accuracy while maintaining a positive disposition
• Good problem solving and conflict resolution skills
• Keyboard entry at 50 wpm minimum
• Ability and willingness to work as an individual and as part of a team

Requirements:

• Answer telephone, screen and forward calls to appropriate staff member, providing information and taking messages.
• Greet and welcome visitors, determine nature and purpose of visit, notify staff and direct or escort visitors to specific destinations.
• Sort and distribute incoming correspondence, including mail, faxes and e-mail. Sign for and distribute UPS/FedEx or similarly delivered packages.
• Perform administrative support tasks such as proofreading, transcribing handwritten information, and operating calculators or computers to work with financial records, invoices, and other documents.
• Receive incoming payments from residents, tenants and other customers. Make appropriate receipt of funds and route through the appropriate Accounts Receivable process.
• Perform general clerical duties to include, but not limited to, drafting responses to correspondence containing routine inquiries, creating / modifying documents, copying, faxing, mailing, and light cleaning.
• Listen to and resolve complaints from customers and public. Direct complaints to appropriate supervisory staff if appropriate.
• Conduct research and compile data for support staff in assigned project-based work.

Human Resources Support:

• File Management – Organize, maintain, and archive employee records and HR documentation.
• Mailings – Prepare and distribute internal and external HR-related correspondence.
• Performance Review Calculations– Assist in compiling and calculating performance metrics.
• New Hire Packets – Assemble onboarding materials including offer letters, policy documents, and benefit information.
• Interview Scheduling and Setup – Coordinate interview appointments, prepare meeting in conference room, and ensure applicant materials are ready.
• Assemble Employee New Hire Files – Create and organize physical files for new employees.
• Audit Assistance – Support HR audits by gathering documentation and ensuring compliance with recordkeeping standards. For instance, she can assist with I9 audit, and benefits reconciliation as well.

Admissions Support:

Assist prospective resident / family in completing Admissions packet and provide completed packet to Administrator or their designee insuring thoroughness and completeness. Administrator or designee will make final admission decision and clearly delineate all admission conditions.

• Obtain complete information in regard to verification of payment source, insurance coverage and medical needs according to organizational guidelines.
• Assist with any pre-admission relationship cultivation needed.
• Attend all meetings and trainings required by the position or assigned by your supervisor.
• Follow all guidelines in the handbook and policies, as well as, all safety procedures established by Santa Teresita.
• Perform other functions as assigned by Administration.
• Other duties as assigned

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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