Essential Duties and Responsibilities
A. Reception ( 30%)
1. Opens and closes reception area daily, including locking up and securing assets ( electronic and paper-based).
2. Receives and routes incoming calls and faxes in a confidential and professional manner to Administration Office and CMU staff as appropriate.
3. Greets and signs in visitors in a friendly and welcoming manner and according to procedure.
4. Provides callers with information upon request, such as address, directions, and fax numbers.
5. Keeps track of employees on Intake for each office to transfer caller if Care Manager or RN Care Manager is not available.
6. Maintains petty cash monies and stamps for employee use.
7. Receives and distributed authorizations to providers as needed.
B. Mail Distribution and Office Supplies ( 20%)
1. Sends faxes to appropriate staff.
2. Picks up, sorts, date stamps, and distributes incoming mail.
3. Stamps outgoing mail and packages and gets them ready for postal carrier.
4. Prepares documents upon request and assists with copying, faxing, filing, and collating as needed.
5. Receives and coordinates deliveries and notifies appropriate staff.
6. Orders and maintains inventory of office supplies for the Lone Rock Administrative all offices, reconciling monthly billings and submitting to Controller for signature.
7. Schedules and reserves conference rooms in Lone Rock, maintaining Outlook calendar and posting regularly.
8. Maintains cash receipt log.
C. Human Resources Assistance ( 20%)
1. Assists with conducting reference, background and license checks as requested.
2. Sends out reference check releases and/or benefit packets to individuals who have been extended a verbal offer.
3. S ends out regret letters/emails as requested.
3. Assists with HR typing projects as requested.
4. Puts together new employee orientation binders.
5. Assists with typing various documents, reports, job descriptions, letters and forms as requested.
6. Takes photos of new hires in the Southern and Eastern regions and new photos for current employees and created identification badges as requested.
7. Scans, copies and prints HR documents and performs other HR related functions as requested.
D. Administrative Support to Fiscal, IT, and Compliance Departments ( 30%)
1. Types various documents, letters and forms that are not time sensitive as requested.
2. Scans, copies and prints documents that are not time sensitive as requested.
3. Performs other administrative support functions for the department as requested and that can be worked into the day.
E. Performs other duties as assigned.
Qualifications
Minimum Education, Training and Experience Requirements:
1. High School diploma or equivalent required.
2. Vocational/technical training in office support functions preferred.
3. Minimum of two years of front desk or public-facing experience in high volume and highly confidential environment required.
4. Experience with a multi-line phone required.
5. Must be able to handle multiple competing tasks and demands.
6. Familiarity with Microsoft Office Suite, including Excel, required.
7. Effective interpersonal skills to handle sensitive and confidential situations and documentation required.
8. Effective oral and written communication skills required.
9. Effective organization and prioritization skills required.
10. Effective customer service skills required.
11. Ability to operate most standard office equipment required.
12. Ability to multi-task required.
13. Ability to work independently and as part of a team required.
14. Ability to type and data enter required.
15. Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines required.
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