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Receptionist/Administrative Assistant

Location:Scotts Valley, CA
Employment Type:Full Time
Department:Administrative Staff
Description:The Receptionist/Administrative Assistant (AA) provides primary reception coverage during hours assigned. The Receptionist/AA greets visitors, answers incoming calls, directs calls to employees or voicemail appropriately, and provides information on community resources as needed. In addition, this position may include a variety of administrative duties including, but not limited to, data entry, word processing, support to special events, maintaining database records and agency calendars, supply ordering, and completing administrative task requests as assigned. Flexibility and the ability to multi-task are an essential part of the qualifications for this position. The Receptionist portion of this position is a “post” position that requires the desk to always be covered. It is the public’s first contact with Hospice of Santa Cruz County and, as such, is critical to the mission of the organization. Reliability, consistency, a positive attitude, and a mature presence are required.
Duties:Telephone/Reception Support
• Answers telephone and greets visitors in a professional and sensitive manner.
• Develops knowledge-based expertise of the switchboard console to act as agency resource for switchboard.
• Responsible for maintaining a clean lobby and front office, including watering of plants.
• Based on assigned shift, promptly takes over phones from answering service at 8:00am and turns phone over to answering service at 5:00pm.
• Demonstrates a strong working knowledge of front desk procedures such as mail sorting and preparation, donation processing, distribution of literature, etc.

Thank You Letters to Donors
• Processes thank you cards and letters to donors and family members in a timely manner.
• Helps maintain integrity of reports by reviewing reports against donations.
• Maintains working knowledge of donation processing in order to provide back-up coverage as needed.

Data Entry
• Responsible for careful entry of data including time sheets, volunteer visitor notes, and other data as requested
Secondary Responsibilities
Administrative Support
• Provides administrative support as part of Administrative Support Team to type letters, assist in mailings, create forms, prepare mail merges, etc.
• Mails signature card letters to Physicians as requested.
• Faxes and files IDG notes as directed by Patient Care staff.
• Works as part of a team to ensure adequate coverage of office needs.
• Schedules time off with Manager in accordance with the Hospice Employee Handbook.
• Maintains working knowledge of office equipment – i.e., copier, fax, postage meter, etc
• Assists with agency projects as required by staff.
• Cross trains for back-up coverage of other admin support team responsibilities.
• Performs other related job duties as assigned by Supervisor

Compliance
• Ensures all HIPAA Privacy and Security Regulations, Medicare Conditions of Participation, and all other regulatory/compliance requirements are understood and followed
Qualifications:Education/Experience
• High School Diploma
• Reception/Front Office with multi-line phone experience
• 1-3 years administrative experience
• Bilingual desired

Skills Required
• Strong working knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook
• Strong data entry skills
• Flexibility and the ability to multi-task

Physical Demands
• Strength to lift and carry materials up to 35 pounds
• Vision to read printed materials and a computer screen
• Hearing and speech to communicate in person and over the telephone

Work Environment/Environmental Condition
• Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer


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