GENERAL DESCRIPTION

The Receptionist answers and operates the switchboard; opens the building; performs front desk customer service duties as needed; coordinates supplies for the agency and other duties as assigned; provides clerical support for all departments, maintains confidential information; performs other clerical duties which require judgment and independent action.

ESSENTIAL JOB RESPONSIBILITIES

• Performs the following clerical duties:
  • copies reports, letters, forms, etc. and collates and organizes information for use and/or distribution
  • types labels, envelopes, simple fill-in forms, and other routine tasks at preset rates of speed and accuracy
  • categorizes and files agency records in electronic health records on a weekly basis
  • takes notes for various meetings, as assigned
  • performs other related duties, as assigned
• While maintaining a professional image, attitude and dress, represents the agency and operates the agency's switchboard using prescribed and timely communication and excellent customer service skills, including but not limited to the following:
  • Answers incoming calls in a prompt, pleasant, professional manner and forwards calls to the employee.
  • Refers inquiries to appropriate personnel; holds incoming and/or busy signal calls while inquiring as to the proper recipient
  • Documents and forwards concise and legible messages for employees
  • Documents the receipt of medications that are received from outside facilities for individuals in programming; communicates and safely transfers medication to the nurses/designee immediately
• Maintains and updates the telephone list utilizing Microsoft Office; distributes updated list every other month or more frequently if necessary
• As visitors, guardians, and other guests arrive:
  • Greets, identifies, and determines the needs of company and public visitors; notifies employees of arrival of visitors; directs visitors to the reception waiting area until such time as the employee can greet them
  • Ensures that all visitors to the agency sign-in/out on the visitor log and issues visitor badges during business hours
  • Maintains a sign-in/out log for all individuals served entering/leaving the building via the main entrance during business hours.
  • Maintains a sign-in/out log for all employees entering/leaving the building via the main entrance during business hours
• Maintains an organized reference system on the computer for access to important documents, such are forms and clerical documents
• Assists the public, either via written, phone or in-person contact, by providing agency information; connects customers with staff and responds to specific consumer or public questions requiring additional research; appropriately routes inquiries for more complex matters and interpretation issues to other MRI staff or supervisor
• Organizes and updates files and retains the MRI administrative/corporate records utilizing the ability to read and alphabetize information. Coordinates the development and maintenance of MRI record storage and retention procedures
• Monitors the door activity as necessary and assures that all doors are locked/unlocked daily as required; assures that the building is open at the beginning of the day each business day

JOB QUALIFICATIONS

• High School Diploma/GED is required. Associates Degree in Secretarial Science preferred.
• Two or more years of previous clerical/secretarial work experience is preferred. Must be able to demonstrate the following skills:
  • Minimum of 55 wpm with accuracy preferred.
  • Write, spell, punctuate, and proofread documents with proficiency.
  • Take minutes at meetings.
  • Draft and/or edit letters, memos, and reports.
  • Follow complex oral and written instructions.
  • Maintain a filing system using alphabetical, sequential, color-coding and/or date-coding methods.
  • Operate a multi-line switchboard.
  • Enter data proficiently. Able to compile information and analyze and prepare reports as required.
• Must have a working knowledge of procedures related to the administration and processing of documents and reports for different types of computer word processing systems, utilizing word processing, spreadsheet and database software and e-mail.
• Must be able to effectively and diplomatically communicate (both orally and written) and be able to meet and work with the public.
• Must be able implement office and agency policies and procedures; has the ability to work with a minimum amount of supervision, exhibiting accuracy, dependability, initiative, orderliness, and timeliness.
• Must be able to maintain payroll, financial, personnel, and information related to persons served as confidential and in accordance with the Mental Health and Developmental Disabilities Confidentiality Act and the Policies and Procedures of Macon Resources, Inc.
• Must be able to adhere to the Safety Policies and Procedures of Macon Resources, Inc.
• Must be able to perform the following:
  • lift and carry 30-50 pounds
  • sit and/or stand for prolonged periods of time
  • bend, twist, stoop, or kneel
  • must exhibit manual dexterity
  • vision correctable to 20/20 or sufficient to complete job responsibilities, including color recognition
  • adequate hearing.
• Must be able to work a flexible schedule.
• Must be able to summarize, synthesize and analyze data/information.