Administrative Assistant/Secretary

Position Summary: We are seeking a highly organized and personable Receptionist to serve as the first point of contact for our office while providing essential administrative support. This role is ideal for a professional who thrives in a values-driven environment and can efficiently manage front desk operations, coordinate office activities, and assist with general administrative tasks.

The ideal candidate will have excellent communication skills, a welcoming demeanor, and strong organizational abilities. They must be able to multitask effectively, handle confidential information with discretion, and demonstrate professionalism in all interactions. The Receptionist will play a key role in ensuring smooth daily operations and a positive experience for employees and visitors alike.

Essential Job Functions:

1. Answer all incoming phone lines and direct callers/take messages as appropriate

2. Utilize pager system to reach clinical employees in the field.

3. Submit the On-Call list and schedule to the Answering Service as needed

4. Distribute faxes to appropriate employees and notify employees of failed fax submissions.

5. Maintain postage machine, apply correct postage to outgoing mail, deliver and retrieve mail to/from the external mailbox, sign for packages and open, date stamp and distribute mail.

6. Open all checks and submit to Accounting.

7. Input donations into Bloomerang according to deposit date and retain records as appropriate.

8. Process credit card and walk-in donations

9. Total donations and reconcile with Accounting department.

10. Process and mail all acknowledgement and donation-related letters.

11. Create quarterly newsletter list and labels for newsletter mailing.

12. Process and mail end of year receipts as requested by donors.

13. Supply donation envelopes to funeral homes.

14. Update and distribute Sitter List to employees and families as requested.

15. Edit the monthly meeting calendar and distribute to all employees.

16. Call patients with weekly bath schedule as provided by Purchasing and Scheduling Specialist. Maintain a log of who took the call, date, time, etc.

17. Complete office closing duties upon assigned days.

18. Other duties as assigned.

Provides Assistance To: All administrative and clinical departments as needed.

Personal Qualifications:

• High school graduate or GED required. Must have experience working in an office setting.
• Familiarity with Internet navigation as well as demonstrated competency with Microsoft Word and Excel required.
• Must be able to operate fax machine, copier, scanner and other basic office equipment.
• Must meet all legal and regulatory requirements of both federal and state governments as well as Medicare Hospice Conditions of Participation and JCAHO.

Physical Qualifications:

• Must be able to constantly operate office equipment such as the copier, fax machine, calculator, postal meter and scale, computers, security system, printers and telephone and paging system.
• Must be able to be in a stationary position more that 50% of the time.
• Must be able to move about the office to access files, office equipment, etc.
• Must be able to communicate with employees, patients and the general public while answering phones, calling patients with bath schedules, greeting the public and participating in meetings.
Will frequently move files and objects up to 10 pounds.