Receptionist/Office Manager |
| Location: | Watsonville, CA |
| Employment Type: | Full Time |
| Department: | Operations |
| Description: | This position will be at the Agency�s Watsonville office. The Receptionist/Officer Manager is responsible for coverage of the front desk and general office operations. Greets visitors, answers and/or directs telephone calls appropriately, and provides information on community resources as needed. Provides back-up support to the clinical administrative assistant (CAA) in the patient care department. Handles a variety of clerical duties, event support, office and medical supply coordination and provides general IT/Facilities support as directed by Help Desk. This is a �post� position that requires continuous coverage and the coordination of break and lunch periods with the CAA. As the public�s first contact with Hospice of Santa Cruz County, a professional and compassionate presence is critical to the mission of the Agency. Reliability, self-motivation, ability to work independently, to multi-task, and to exercise good judgment are essential qualifications for this role. Bilingual (English/Spanish) skills are required. |
| Duties: | Receptionist
� Based on assigned shift, ready to greet visitors and answer phones promptly at 8:00am.
� Greets visitors and answers and/or direct telephone calls in a professional and sensitive manner.
� Informed and able to provide information to visitors/callers regarding Agency resources.
� Maintains a clean lobby, front office and shared office areas including kitchen and conference rooms.
� Demonstrates a strong working knowledge of front desk procedures and general office operations such as mail sorting and preparation, distribution of literature and faxing.
Back-up CAA Support
� Covers CAA break and lunch periods.
� Handles and triages, as appropriate, patient care related calls.
� Orders (as directed by the nurse) and coordinates the delivery and/or pick up of durable medical equipment.
� Orders medication refills through the Xeris/Hospice Pharmacia on-line system.
Office and Medical Supply Coordination
� Responsible for tracking, inventory, ordering and stocking office and medical supplies.
� Responsible for ensuring that stationery and marketing material are adequately stocked at all times.
Liaison to other departments
� Collaborates across agency departments to provide onsite support as needed, including with Grief Support, Help Desk and Admin/Operations Support
IT/Facilities/Event Support
� Acts as first responder to triage for facilities related matters.
� Ensures meeting rooms are arranged and prepared as requested for events and meetings.
� Sets-up technology for meetings as needed.
� Maintains working knowledge of office equipment � i.e., copier, fax, postage meter, etc. and conducts minor troubleshooting as trained.
Compliance
� Ensures all HIPAA Privacy and Security Regulations, Medicare Conditions of Participation, and all other regulatory/compliance requirements are understood and followed
General
� Schedules time off with Manager in accordance with the Hospice Employee Handbook.
� Performs other related job duties as assigned by Supervisor
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| Qualifications: | Education/Experience
� Two years college preferred
� Reception/Front Office and/or administrative
� 2-4 years administrative experience
Skills Required
� Strong working knowledge of MS Office, including Word, Excel, and Outlook
� Basic data entry skills
� Working knowledge of computers, projectors, and office equipment including copy machine and fax machine and ability to troubleshoot minor problems
� Flexibility and the ability to multi-task
� Bilingual (English/Spanish) required
Physical Demands
� Strength to lift and carry materials up to 35 pounds and push materials up to 50 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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